Records And Documents Coordinator

Position: RECORDS AND DOCUMENTS COORDINATOR
Unclassified vacancy in the department of public works

Location:

11575 maxwell rd., alpharetta, ga  30009

Minimum qualifications:

Associate's degree in business or related field; supplemented by two years of experience in customer service, administrative or clerical work or related field; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Specific license or certification required: must possess and maintain a valid georgia driver's license.

Specific knowledge, skills, or abilities: must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all county or departmental policies, practices, and procedures necessary to function effectively in the position.

Examination:

The examination will consist of an evaluation of education and experience, accomplished by analysis of the application. Application must document that the applicant possesses the minimum knowledge, skills, education and experience as listed to be rated as qualified. If selected, an official, accredited college transcript is required, at time of employment, for all degrees/course work used to qualify for this position.

All applications must be completed in full before they are submitted. Please review all applications for accuracy and make all corrections before submittal because errors can result in not meeting the minimum qualifications. Additional information will not be accepted after applications are received by the department of human resources management.

Purpose of classification:

The purpose of this classification is to provide administrative and clerical support in the daily operation of an assigned department.

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.

Performs customer service functions in person, by telephone, or by mail: provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; responds to routine questions and complaints; researches problems and initiates problem resolution; refers complaints/problems to appropriate personnel.

Processes a variety of documentation associated with department operations within designated time frames and per established procedures: receives, reviews, records, types, and/or distributes documentation, including contractor files, payment applications,notices to proceed, contract submittals, contractor performance reports, time sheets, work orders, certifications, transaction reports, production reports, contract renewals, accident/incident reports, overtime forms, flow reports, meeting minutes, vehicle emission reports, insurance reports, permits, and other documents;

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; files, maintains, and stores hardcopy records; submits or forwards documentation to appropriate personnel.

Maintains file system of various files/records: prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.

Distributes documentation between department/staff members and internal/external individuals/agencies: operates fax machine to send/receive documentation;  distributes/delivers incoming faxes, mail, or other documentation; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations: summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records,electronic data sources, internet sites, hardcopy materials, or other sources as needed.

Operates or uses various equipment and supplies in order to complete work assignments: operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet, database, presentation, internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions.

Communicates with supervisor, other employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional functions:

Performs other related duties as required.

Performance aptitudes:

Data utilization: requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes…