Administrative Specialist Grade 10

Part-Time Position in the Department of Public Works

Recruitment is in the Department of Public Works. Minimum qualifications include a high school diploma or GED, supplemented by three years of clerical, administrative support, secretarial, customer service, and/or record management experience and/or training; 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 may include possession and maintenance of a valid State of Georgia Notary Public certification.

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.

The purpose of this classification is to provide specialized administrative support for division or department. While the essential functions are similar to those of an Administrative Coordinator, Administrative Specialists typically focus more narrowly on one or more aspects of the work, whereas Administrative Coordinators are broadly responsible for all administrative support functions in a division or department. Work often requires a knowledge of departmental operations and procedures, but can be learned by a modest amount of time in the job.

Essential functions include serving as a 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; interacting with various officials and dignitaries involving sensitive client relations; conveying information among division/department personnel; circulating documentation to appropriate departments. Other duties may be required and assigned.

Additional functions include serving as departmental human resources liaison; preparing new employee paperwork; processing documentation pertaining to personnel/payroll functions; reviewing timesheets for accuracy and researching discrepancies; tracking accrued and used sick leave and vacation time; entering payroll data into computer for payment; preparing personnel change forms; maintaining attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records. Providing administrative/secretarial support for management and/or staff of assigned department/division: relieving management staff of routine administrative tasks;

screening telephone calls, mail, e-mail, and other communications and initiating appropriate action/response; recording and transcribing dictation; typing, composing, editing, or proofreading various documentation; maintaining calendars and schedules meetings, appointments, interviews, or other activities; coordinating travel arrangements, accommodations, conference registrations, or related plans for department staff. Processing documentation pertaining to budget or general financial management; reviewing invoices for accuracy, matching with purchase orders;

entering budget data into computer; assisting with budget preparation; providing budgetary input and assisting in forecasting revenues/expenditures; entering daily revenue into computer and generating revenue reports; reviewing monthly budget analysis reports; monitoring expenditures to ensure compliance with approved budget; processing budget transfers as needed; reconciling payable records with Finance Department records; preparing bank deposits; coordinating internal accounting activities; maintaining current balances for accounts;

and maintaining departmental petty cash funds. Processing purchasing documentation: reviewing purchase requisitions and verifying availability of budgeted funds; preparing purchase orders and forwarding data to appropriate departments; obtaining competitive price quotes; ordering materials under blanket purchase orders; reviewing invoices, purchase orders, or other documents for accuracy; researching discrepancies, assigning proper accounting/budgetary codes, obtaining proper signatures, and forwarding for payment; maintaining files and records.

Receiving and sorting incoming documentation and materials: sending/receiving documentation; distributing/delivering incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorting, organizing, opening, and/or distributing incoming mail; signing for incoming packages and delivering to appropriate personnel; processing outgoing mail; copying and distributing forms, reports, correspondence, schedules, agendas, or other documentation. Performing customer service functions in person, by telephone, and by mail: providing information/assistance regarding department/division services, procedures, fees, or other issues;

responding to routine questions or complaints; researching problems/complaints and…