Administrative Specialist

Atlanta, GA 30303

Posted: 03/01/2019 Industry: Admin/Clerical Job Number: 1817951 Pay Rate: $19.68/hour
Administrative Specialist

Job Duties:

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.

  • Serves as 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
  • Interacts with various officials and dignitaries involving sensitive client relations
  • Conveys information among division/department personnel
  • Circulates documentation to appropriate departments.
  • Serves as departmental human resources liaison
  • Prepares new employee paperwork
  • Processes documentation pertaining to personnel/payroll functions
  • Reviews timesheets for accuracy and researches discrepancies
  • Tracks accrued and used sick leave and vacation time
  • Enters payroll data into computer for payment
  • Prepares personnel change forms
  • Maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
  • Provides administrative/secretarial support for management and/or staff of assigned department/division
  • Screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response
  • Records and transcribes dictation
  • Types, composes, edits, or proofreads various documentation
  • Maintains calendars and schedules meetings, appointments, interviews, or other activities
  • Coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.
  • Processes documentation pertaining to budget or general financial management
  • Reviews invoices for accuracy and matches with purchase orders
  • Enters budget data into computer
  • Assists with budget preparation
  • Provides budgetary input and assists in forecasting revenues/expenditures
  • Enters daily revenue into computer and generates revenue reports
  • Reviews monthly budget analysis reports
  • Monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed
  • Reconciles payable records with Finance Department records and prepares bank deposits
  • Coordinates internal accounting activities
  • Maintains current balances for accounts and maintains departmental petty cash funds
  • Processes purchasing documentation
  • Reviews purchase requisitions and verifies availability of budgeted funds
  • Prepares purchase orders and forwards data to appropriate departments
  • Obtains competitive price quotes
  • Orders materials under blanket purchase orders
  • Reviews invoices, purchase orders, or other documents for accuracy and researches discrepancies
  • Receives and sorts incoming documentation and materials
  • Sends/receives documentation
  • Distributes/delivers incoming faxes, subpoenas, or other documentation to appropriate personnel
  • Signs for, sorts, organizes, opens, and/or distributes incoming mail to appropriate personnel
  • Processes outgoing mail
  • Copies and distributes forms, reports, correspondence, schedules, agendas, and other documentation.
  • Performs customer service functions in person, by telephone, and by mail
  • Provides information/assistance regarding department/division services, procedures, fees, or other issues
  • Responds/researches to routine questions or complaints and initiates problem resolution
  • Receives payments for various fees, fines, or services
  • Records transactions, posts payments, and issues receipts
  • Balances cash drawers
  • Prepares revenues for deposit and forwards as appropriate.
  • Provides administrative support for boards, committees, or other meetings
  • Prepares meeting agendas, packets, and related documentation
  • Coordinates meeting rooms/facilities, equipment, and refreshments
  • Notifies participants of scheduled meetings
  • Submits public notices to newspapers, property owners, or others as required
  • Prepares and distributes agendas, meeting notices, meeting packets, and related documentation
  • Records and transcribes meeting minutes
  • Distributes meeting minutes to appropriate individuals
  • Maintains official records
  • Maintains department webpage, social media, and online enrollment
  • Uploads pictures, schedules, brochures and other events and information
  • Adds upcoming events to calendar
  • Posts news and announcements
  • Enters and maintains information regarding classes and fees
  • Processes registrations, memberships and rentals
  • Runs reports and prints class lists
  • Assists customers with creating user accounts and site navigation as needed
  • Attends meetings
  • Processes a variety of documentation associated with department operations within designated timeframes and per established procedures
  • Receives, reviews, records, types, and/or distributes documentation
  • 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.
  • Maintains file system of various files/records for the department
  • Prepares files, organizes documentation, and files documents in designated order
  • Retrieves/replaces files
  • Scans records into computer and shreds/destroys confidential or obsolete documents
  • Conducts records maintenance activities in compliance with guidelines governing record retention
  • Maintains current maps, telephone lists, directories, operating manuals, procedures, and other reference materials
  • Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed
  • Monitors inventory of department supplies and forms
  • Ensures availability of adequate materials to conduct work activities
  • Initiates requests/orders for new or replacement supplies
  • Operates a personal computer, scanner, telephone, postage machine, dictation equipment, shredder, general office equipment, two-way radio, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, graphics, desktop publishing, e-mail, Internet, or other computer programs
  • Provides training and/or technical support for other system users
  • Troubleshoots computer problems and performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner
  • Communicates with supervisor, employees, volunteers, other departments, County officials, other municipalities, government agencies, attorneys, engineers, contractors, vendors, sales representatives, customers, the public, community organizations, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems


Minimum Qualifications:

High School diploma or GED and Bachelor s degree in business, accounting, or related field is required, supplemented by two (2) years of progressively responsible data entry, accounting, office administration (preferably in a municipal environment), customer service, or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
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