Administrative Specialist

About the Department

The purpose of this classification is to perform specialized administrative work, provide customer service, and process information/documentation relating to an assigned department/division.

Position Duties

The following duties are normal for this position.  The omission of specific statements of certain 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.

Processes a variety of documentation associated with department/division 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; maintains computerized and/or hardcopy records.

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via base radio.

Performs customer service functions; provides information/assistance regarding department/division services, activities, locations, procedures, timeframes, documentation, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.

Receives moneys in payment of various taxes, penalties, fees, or services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, case management, calendar, Internet, e-mail, or other programs.

Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.

Coordinates calendar activities for the department; schedules appointments, meetings, hearings, inspections, or other activities; updates calendar on a regular basis and notifies parties involved of changes.

Monitors inventory of department/division supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders.

Processes invoices for payment; matches invoices with backup documentation; verifies receipt of goods/services; reviews invoices for accuracy and proper budgetary coding; makes applicable calculations and researches discrepancies; forwards invoices for payment.

Processes payroll documentation; generates and distributes timesheets; reviews completed timesheets or time cards for accuracy and completeness; calculates hours work, verifies calculations, and researches discrepancies; enters payroll data into computer; forwards payroll documents for payment; maintains records of attendance, overtime, or leave time; distributes paychecks.

Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.

Types, composes, prepares, or completes various forms, reports, correspondence, lists, charts, receipts, schedules, calendars, bid tabulations, purchase orders, contracts, warrants, court notices, case files, newsletters, flyers, worksheets, transmittal sheets, inventory records, inspection reports, business licenses, invoices, renewal notices, agendas, meeting minutes, legal advertisements, plats, work orders, applications, inmate account reports, cash balance reports, sales reports, account reports, press releases, advertisements, personnel forms, or other documents.

Receives various forms, reports, correspondence, logs, lists, payments, meeting minutes, schedules, time sheets, leave requests, invoices, newspaper articles, bids, requests for proposal, requests for quotes, incident reports, accident reports, criminal background reports, driver history reports, court calendars, tag/title documents, tag renewal notices, emission inspection forms, refund requests, customer account records, meter readings, inventory records, inspection reports, engineering letters, permits, applications, absentee ballots, bank statements, sales tax forms, insurance forms, personnel forms, photographs, warrants, legal documents, plats, maps, street indexes, road inventory, valuation guides, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Performs general clerical tasks, which may include making copies, sending/receiving faxes, updating department documentation, sorting/distributing incoming mail, or processing outgoing mail.

Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.

Communicates with supervisor, employees, other departments, County officials, attorneys, defendants, vendors, vehicle dealers, insurance agencies, financial institutions, candidates, voters, customers, the public, state/federal agencies, outside agencies, the media, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Maintains confidentiality of departmental documentation and issues subject applicable to law.

Assignment to Parks & Recreation Department may include the following additional duties:

• Balances and maintains records of department revenues; prepares various revenue reports and balances books; transports bank transactions to/from bank.

• Maintains petty cash fund for area of assignment; disburses funds for expenditures as appropriate; ensures proper receipts/documentation of expenditures; balances fund and requests reimbursements as needed.

• Receives/processes registration forms/fees for enrollment in department programs/activities; contacts participants regarding program activities as needed.

• Assists in coordinating or conducting various department activities/events; assists with concessions at tournaments.

ADDITIONAL FUNCTIONS

Performs notarization of documents as needed.

Performs general tasks, which may include delivering documentation to/from other offices or transporting banking transactions.

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

Minimum Qualifications

High school diploma or GED; supplemented by one (1) year previous experience and/or training involving office administration, customer service, bookkeeping, record/file management, personal computer operations, and experience in specific area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid State of Georgia Notary Public certification. May require possession and maintenance of valid State of Georgia driver’s license. Operation of Georgia Criminal Information Computer (GCIC) system requires possession of GCIC Terminal Operator certification. Duties involving handling of cash funds may require ability to be bonded.  Typing speed of 30 words per minute required.