Administrative Coordinator

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Full Time Employee Gainesville, GA, US

4 days ago Requisition

Salary Range: $47,068.56 To $59,344.48 Annually

Performs a variety of highly responsible, confidential and complex administrative and secretarial tasks in relieving the department head of administrative detail. Requires advanced skills in all assigned office responsibilities and the exercise of sound judgment in application of departmental procedures and methods in receiving and responding to routine inquiries and requests concerning departmental services.

• Performs various administrative support work for the office, including supervising the front desk and its functions and making sure the front desk is covered at all times and assisting the circuit Public Defender with any administrative work required.
• Disburses and maintains departmental petty cash funds.
• Maintains office supplies and places orders when necessary, including ordering printed materials such as envelopes, business cards, notary seals, etc.
• Acts as a complimentary administrator to the Office Manager who is in the office on a part-time basis so that any issues that may arise are covered quickly and efficiently at all times. To accomplish this, he/she maintains close contact with the office manager to give and receive feedback on any matter that may arise.
• Answers telephone and gives specific and general information in response to public inquiries; handles requests for service, complaints and other public contact work.
• Assists in preparing, composing, typing, distributing and filing letters, forms, reports, contracts, requisitions, purchase orders, general correspondence and other documents related to department operations.
• Assists in scheduling meetings, appointments and travel arrangements for the attorneys, responds and processes citizen complaints.
• Reads and routes incoming mail and composes replies to correspondence in accordance with established procedures. Oversees daily court filings and outgoing mail.
• Manages the administrative portion of probation cases, including opening and closing cases and files, mailing out correspondence, staying in contact with the Chief Investigator and the probation office, and working with the probation attorney to make sure any assistance he/she may require is accomplished.
• Provides office support for all trial teams.
• Monitors and maintains any maintenance needs that may arise, including contacting Building Maintenance and scheduling service calls, scheduling service calls for the copiers and computers, etc.
• Operates various modern office machines necessary to perform administrative functions, including personal computers.
• May serve as lead worker to subordinate staff performing routine clerical functions, including assigning, reviewing and assisting with work.
• Coordinates maintenance of office equipment.
• Performs other relevant work as assigned.

Regular and predictable attendance is required.

Education and Experience:

High School diploma or G.E.D. supplemented with coursework in typing and bookkeeping and five years’ administrative experience.
OR
Bachelor’s Degree.
Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.

Licenses and

Certifications:

Current Notary Public.

Knowledge, Skills, and Abilities:

• Comprehensive knowledge of office terminology, procedures and equipment and of business arithmetic and English.
• Knowledge of the operations and functions of various city/county departments.
• Knowledge of departmental services, programs, operating rules, regulations and procedures.
• Skill in maintaining complex clerical records and in preparing reports from such sources.
• Skill in preparing correspondence on routine matters and to perform routine office management tasks independently.
• Ability to type 50-55 w.p.m.
• Ability to deal tactfully and courteously with the public and other employees.
• Ability to handle and dispose of complaints, requests for information and…