Administrative Specialist II

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Full Time 8810-Clerical Office Roswell, GA, US

4 days ago Requisition

Salary Range: $18.77 To $24.39 Annually

Department:
Varies

Pay Grade: 506

FLSA Status:
Non-Exempt

Job Code: Z055

The purpose of this classification is to perform specialized administrative/clerical work in support of an assigned department or division, with an emphasis on the coordination of various administrative tasks between the department or unit and central administrative functions. Work also involves routine clerical and customer support functions for the department. Specific job functions will vary based on department.

• Provides administrative/clerical support for an assigned department/division; processes a variety of documentation within designated time frames and per established procedures.
• Provides administrative/clerical support for department director and/or staff of assigned department; types, edits, or proofreads correspondence; assists with implementation of policies and procedures; monitors deadlines and status of department documentation; maintains meeting minutes.
• Maintains electronic calendar/schedule of activities for assigned department/division; schedules and confirms appointments, meetings, interviews, inspections, conferences, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
• Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance.
• Performs customer service functions in person, by telephone, email, or by mail; provides information or assistance regarding department/division services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints, researches problems, and initiates problem resolution.
• Processes documentation pertaining to personnel/payroll functions; pulls electronic time sheets into payroll system, reviews for accuracy and researches discrepancies; processes personnel action forms and job vacancy postings to be sent to Human Resources; maintains employee rosters and related records; works with Human Resources to process new hire, termination, and promotion paperwork; serves as liaison between Human Resources and the department/division.
• Processes documentation pertaining to purchasing and accounts payable; enters requisition information into the system; reviews invoices, purchase orders or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; maintains files and records; serves as liaison between Purchasing and the department/division.
• 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.
• Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; develops databases and computerized reports.
• Processes documentation pertaining to budget or general financial management; assists with budget preparation and monitoring of expenditures; prepares and balances bank deposits; coordinates internal accounting activities; maintains current balances for general ledger accounts.
• Monitors inventory of department forms, equipment, vehicles, uniforms, and supplies for assigned division; ensures availability of adequate materials to conduct work activities.
• Maintains file system of various files/records for the assigned area, including electronic files; prepares files, organizes documentation, and files documents in designated order; conducts records maintenance activities in compliance with guidelines governing record retention.
• Distributes documentation between departments and/or staff members and internal/external individuals/agencies; distributes/delivers mail or other documentation to appropriate personnel; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, payroll documents, check requests, purchase orders, bid documents, invoices, budget documents, revenue reports, contracts, statistical reports, incident/accident reports, work order requests, inventory records, agendas, permits, graphs or other documents.
• Operates a…