ADMINISTRATIVE ASSISTANT - with Great Benefits

JOB SUMMARY

The purpose of this classification is to perform administrative work in support of an assigned department/division.

ESSENTIAL JOB FUNCTIONS

• Provides administrative support for operations of an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
• Performs office management functions; coordinates daily activities of assigned department/division; monitors status of projects/workflow and troubleshoots problem situations; works to independently resolve problems and initiates appropriate action/response; drafts/recommends office/department policies; designs forms for use within the department.
• Provides administrative support for department/division management personnel and/or staff members; relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; types, transcribes, edits, or proofreads correspondence; maintains department calendars and schedules meetings, appointments, or other activities; coordinates travel arrangements for department staff; coordinates or conducts special projects as assigned.
• Acts as liaison with other departments/divisions, professional individuals/groups, and the public in matters pertaining to office programs or operations; conveys information among division/department personnel.
• Processes purchasing and accounts payable documentation; prepares purchase requisitions and purchase orders; reviews invoices for accuracy and researches discrepancies.
• Processes budgetary and financial documentation; maintains financial ledgers and records; assists with development of annual operating budget; composes and prepares budget reports; enters budgetary data into computer; monitors expenditures to ensure compliance with approved budget; maintains line items for department expenses.
• Processes payroll and personnel documentation; reviews time sheets, researches discrepancies, enters data into computer, and forwards documentation for payment; monitors available sick/leave time; processes new hire documentation and employee status changes; maintains employee personnel files; posts/updates job openings in newspaper and on Internet; assists in processing annual performance reviews and raises; assists in completing employment verifications; enters accident reports into computer.
• Performs reception functions; operates multi-line switchboard and/or telephone; 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.
• Performs customer service functions; provides information/assistance regarding department/division services, activities, procedures, 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 fees/services; records transactions, posts payments, and issues receipts; balances revenues and forwards revenues as appropriate.
• processes deposits and refunds.
• Types, prepares, proofreads, and/or completes various forms, reports, correspondence, logs, lists, purchase requisitions, purchase orders, budget documents, financial reports, revenue reports, invoices/bills, schedules, agendas, calendars, accident reports, press releases, meeting minutes, resolutions, program books, certificates, newsletters, personnel records, waste tonnage/cost reports, court reports, animal control reports, fuel reports, vehicle reports, surplus vehicle disposition reports, insurance claims, or other documents.
• Receives various forms, reports, correspondence, budget reports, invoices, insurance statements, deposit receipts, insurance forms, time sheets, payroll documents, attendance records, job applications, new hire forms, employee evaluations, accident reports, concession reports, pool cash reports, landfill reports, fuel vendor reports, vehicle titles, maps, policies, procedures, user guides, manuals, catalogs, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Maintains computerized and hard-copy 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; conducts records maintenance activities in compliance with guidelines governing record retention.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; verifies accuracy of entered data and makes corrections.
• Operates a personal computer, switchboard, postage machine, printer, scanner, typewriter, copy machine, fax machine, calculator, telephone, shredder, two-way radio, or other equipment as necessary to complete essential functions, to include the use of word processing, database, spreadsheet, desktop publishing, email, Internet, or other computer programs; 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.
• Processes incoming/outgoing mail; picks up mail from mailroom, post office, or other designated location; sorts, organizes, opens, stamps, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; processes bulk mailing projects.
• Performs general/clerical tasks, which may include making copies, distributing documentation, sending/receiving faxes and email messages, or filing documentation.
• Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed.
• Maintains current manuals, procedure manuals, codes/ordinances, directories, and other reference materials.
• Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.
• Attends various meetings as required.
• Communicates with supervisor, employees, applicants, other departments, state agencies, insurance companies, court officials, attorneys, defendants, customers, the public, the media, vendors, community organizations, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs notarization of documents as needed.
• Provides assistance to other employees or departments as needed.
• Performs other related duties as required.

Assignment to Planning, Building & Zoning Department may include the following additional duties:

• Performs Court Clerk functions for Environmental Court and Records Division; maintains court dockets and case files; maintains records of fines/forfeitures and submits required reports to State regulatory agencies.
• Assists Judge during court proceedings and in processing cases; issues contempt letters generated by Judge; issues contempt warrants as authorized by Judge.
• Organizes affiliate board meetings, including gathering board meetings, organizing dates, gathering information for documents, and other meeting preparation.

Assignment to Public Works Department may include the following additional duties:

• Coordinates departmental programs and projects; coordinates Clean Sweep program and Annual Barbecue; tracks LARP program and non-hazardous waste manifest.
• Prepares and submits various reports; prepares solid waste management reports for submission to Department of Community Affairs; tracks community service hours and submits report to Clayton Diversion Center; tracks solid waste tonnage/costs and submits to department director.
• Assists with billing and account tracking of sanitation services as needed.

Assignment to Recreation Department may include the following additional duties:

• Designs promotional materials for advertisement of various programs; types community calendar; prints draft/final copies of typed materials, reproduces materials, and distributes to staff; designs and produces activity/event program books; designs participation certificates; designs and prints employee business cards.
• Provides general technical support for use of department computers; trains staff members in use of computer programs; modifies computer software applications for compatibility with department needs.
• Processes recreation insurance claims for participants in department programs.
• Assists with department events and activities as needed.

MINIMUM QUALIFICATIONS

Education and Experience:

Requires a High School Diploma or equivalent; and three (3) years of related experience in office management, administrative/secretarial work, bookkeeping, customer service, records management, and personal computer operations, or equivalent combination of education and experience.

Special Qualifications:

May require possession and maintenance of valid State of Georgia Notary Public certification.

Knowledge, Skills, and Abilities:

• Ability to review, classify, categorize, prioritize, and/or analyze data; ability to exercise discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.
• Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.
• Ability to operate, maneuver, and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to perform addition, subtraction, multiplication, and division; ability to calculate decimals and percentages; ability to utilize principles of fractions; ability to interpret graphs.
• Ability to apply principles of rational systems; ability to interpret instructions furnished in written, oral, diagrammatic, or schedule form; ability to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.

PHYSICAL DEMANDS

The work is sedentary which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body.

• Mental Acuity: Ability to make rational decisions through sound logic and deductive processes.
• Repetitive Motion: Substantial movements (motions) of the wrist, hands, and/or fingers.
• Speaking: Expressing or exchanging ideas by means of the spoken word including the ability to convey detailed or important spoken instructions to other workers accurately and concisely.
• Visual Acuity: Have close visual acuity to perform an activity such as: preparing and analyzing data and figures; transcribing; viewing a computer terminal; and/or extensive reading.

WORK ENVIRONMENT

Work is performed without exposure to adverse environmental conditions.