Administrative Specialist Public Defender (Non-Merit)

Job Code: 99015 Salary Grade: 10 Salary: $19.00/hr - $29.93/hr FLSA: Nonexempt

Essential Functions:

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar related or a logical assignment for this classification. Other duties may be required and assigned.

Serves as liaison between the assigned department and other departments/divisions staff members County officials the public community leaders outside agencies or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.

May serve as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data into computer for payment; prepares personnel change forms; and maintains attendance records confidential personnel/payroll files employee rosters certifications background checks and related records.

Provides administrative/secretarial support for management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls mail e-mail and other communications and initiates appropriate action/response; records and transcribes dictation; types composes edits or proofreads various documentation; maintains calendars and schedules meetings appointments interviews or other activities; and coordinates travel arrangements accommodations conference registrations or related plans for department staff.

Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy and matches with purchase orders; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records; prepares bank deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds

Processes purchasing documentation; reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders; reviews invoices purchase orders or other documents for accuracy; researches discrepancies assigns proper accounting/budgetary codes obtains proper signatures and forwards for payment; and maintains files and records.

Receives and sorts incoming documentation and materials; distributes/delivers incoming faxes subpoenas mail or other documentation to appropriate personnel; sorts organizes opens and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies and distributes forms reports correspondence schedules agendas or other documentation.

Performs customer service functions in person by telephone and by mail; provides information/assistance regarding department/division services procedures fees or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees fines or services; records transactions posts payments and issues receipts; balances cash drawers; and prepares revenues for deposit and forwards as appropriate.

Processes a variety of documentation associated with department operations within designated timeframes and per established procedures; receives reviews records types and/or distributes documentation; enters data into computer systems; logs tracks or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and files maintains and stores hardcopy records.

Performs data entry functions by keying data into computer system; enters retrieves reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; and develops databases and computerized reports.

Minimum Qualifications:
High school diploma or GED required; two years of clerical administrative support customer service or records management experience; or any equivalent combination of education training and experience which provides the requisite knowledge skills and abilities for this job.

Specific License Certification:
May require possession and maintenance of valid State of Georgia Notary Public certification.