Administrative Specialist, Senior

Salary: $44,013.00 annually

Location: Cumming, GA
Job Type: Full-time

About the Role

The purpose of this classification is to perform specialized and complex administrative/clerical work and to process information/documentation relating to an assigned department or division.

Responsibilities

• Processes a variety of documentation associated with department/division 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; maintains computerized and/or hardcopy records.
• Assists in coordinating daily activities of assigned department/division; provides support to department/division management staff; coordinates communications and conveys information among department/division personnel; works to independently resolve problems and initiates appropriate action/response.
• Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via radio or pager.
• Performs customer service functions; provides information/assistance regarding department/division services, activities, locations, procedures, timeframes, documentation, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.
• Receives moneys in payment of various fees/services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate.
• Coordinates calendar activities for the department; schedules appointments, meetings, conferences, hearings, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
• Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff.
• Monitors inventory of department/division supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders.
• Processes invoices and vouchers for payment; matches invoices with backup documentation; verifies receipt of goods/services; reviews invoices for accuracy and proper budgetary coding; makes applicable calculations and researches discrepancies; forwards invoices for payment.
• Processes and maintains financial records for assigned area; assists in preparing budget documents; assists in monitoring expenditures to ensure compliance with approved budget; identifies potential over-expenditures and brings to attention of management; works with finance division to reconcile discrepancies or coordinate budget transfers; balances charge card statements; balances checkbooks; prepares bank deposits.
• Maintains petty cash fund for area of assignment; disburses funds for expenditures as appropriate; ensures proper receipts/documentation of expenditures; balances fund and requests reimbursements as needed.
• Processes payroll documentation; generates and distributes timesheets; reviews completed timesheets or time cards for accuracy and completeness; calculates hours worked, verifies calculations, and researches discrepancies; enters payroll data into computer; forwards payroll documents for payment; maintains records of attendance, overtime, or leave time; distributes paychecks.
• Processes human resources documentation; coordinates completion of new hire forms by new employees; submits completed documentation to human resources department; maintains department personnel files; coordinates meetings and/or distribution of information regarding employee benefits.
• Assists in planning and preparing for various meetings, which may include scheduling meeting facilities and equipment, preparing agendas and meeting packets, mailing meeting notices, coordinating food/beverages, recording/transcribing meeting minutes, distributing documentation, maintaining records, or other tasks as necessary.
• Writes work orders to report problems or request repair/service; identifies priorities and forwards work orders to appropriate service personnel; notifies management of emergency situations; enters work order data into computer; monitors status of open work orders; maintains files of closed work orders.
• Conducts research of department files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed.
• Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, budget documents, grant reports, statistical reports, time sheets, service requests, legal documents, case files, victim compensation claims, petitions, motions, subpoenas, warrants, indictments, accusations, orders, arraignment notices, bond forfeitures, interviews, case summaries, brochures, or other documents.
• Receives various forms, reports, correspondence, logs, lists, schedules, calendars, payments, bank statements, invoices, vouchers, budget reports, time sheets, applications, citations, incident reports, accident reports, psychological evaluations, victim impact statements, case documentation, court documents, legal documents, complaints, construction plans, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
• Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, bookkeeping, case management, presentation, desktop publishing, calendar, Internet, e-mail, or other programs.
• Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
• Performs general clerical tasks, which may include making copies, sending/receiving faxes, updating department documentation, sorting/distributing incoming mail, or processing outgoing mail.
• Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
• Communicates with supervisor, employees, other departments, County officials, court personnel, attorneys, defendants, vendors, financial institutions, the public, state/federal agencies, outside agencies, the media, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Maintains confidentiality of departmental documentation and issues.
• Assignment to Magistrate Court may include frequent Saturday and holiday work as assigned.
• Performs general tasks, which may include delivering documentation to/from other offices or transporting banking transactions.
• Provides assistance to other employees or departments as needed.

Requirements

• High school diploma or GED; supplemented by college-level coursework or vocational training in business administration, bookkeeping, office administration, and personal computer operations.
• One (1) year of previous experience and/or training involving office administration, customer service, bookkeeping, record management, personal computer operations, and experience in the specific area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
• May require possession and maintenance of valid Legal Assistant or Paralegal Certification.
• May require possession and maintenance of valid State of Georgia Notary Public certification.
• May require possession and maintenance of valid State of Georgia driver’s license.
• Operation of Georgia Criminal Information Computer (GCIC) system requires possession of GCIC Terminal Operator certification.
• Operation of National Criminal Information Computer (NCIC) system requires possession of NCIC Terminal Operator certification.
• Typing speed of 30 words per minute required.

Benefits

• Personal Leave Accrual:
  • 0 - 4 Years: 20 days per year (6.16 hours per pay period)
  • 5 - 14 Years: 25 days per year (7.70 hours per pay period)
  • 15+ Years: 30 days per year (9.24 hours per pay period)
• Observed Holidays: New Year's Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving (2 days), and Christmas (2 days).
• Medical Insurance: Choice of three plans:
  • Aetna Choice POS II - $2000 Individual Deductible (Basic Plan)
  • Aetna Choice POS II - $1000 Individual Deductible (Plus Plan)
  • Kaiser Permanente HMO - $0 Individual Deductible
• Dental Insurance: Two plans from Delta Dental:
  • Base $1,000 Plan
  • Buy-Up $1,500 Plan
• Vision Insurance: Administered by Aetna, offering office visit copays for exams, as well as copays for lenses, frames, and contacts.
• Basic Life & AD&D Insurance: County-paid term life insurance and accidental death and dismemberment (AD&D) protection for each full-time employee.
• Disability Insurance: 100% paid by Forsyth County.
  • Short Term Disability: 60% of weekly earnings to a maximum of $1,000.00 per week; eligibility begins 14 days after an accident or sickness with a benefit period of 24 weeks.
  • Long Term Disability: 60% of monthly earnings to a maximum of $5,000.00 per month; eligibility begins at 26 weeks to coordinate with the end of Short Term benefits and continues for 24 months (Own Occupation).
• Additional Life Insurance and AD&D: Rates vary based on amount of coverage selected; may be purchased for employee, spouse, and children.
• Retirement Plan (401K):
  • Fully vested at five years of employment (20% graduated vesting annually).
  • Eligible to begin contributions immediately upon hire.
  • Six Months through One Year of County Service: County matches contributions dollar for dollar, up to 5% of pay.
  • Years One through Five: County "seeds" account with 5% of pay each year and matches 100% of contributions up to 5% of pay.
  • Years 5 through 10: County continues automatic "seed" contribution of 5% of pay, matches up to the first 5% of pay contributed, then adds a 50% match up to the next 5%.
  • After 10 Years of Service: Continued 100