Part-Time Administrative Specialist II

About the role

The part-time Administrative Specialist II position is situated within the Traffic Engineering Division of Cobb County Department of Transportation. The classification's main goal is to support citizen inquiries, organize departmental information, and aid in data tracking, research, and documentation.

Responsibilities

• 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;
• Circulates documentation to appropriate departments;
• Distributes documentation between department/staff members and internal/external individuals/agencies;
• Operates fax machine to send/receive documentation;
• Distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel;
• Sorts, organizes, opens, and/or distributes incoming mail;
• Signs for incoming packages and delivers to appropriate personnel;
• Processes outgoing mail;
• Copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation;
• Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents;
• Provides administrative/secretarial support for management and/or staff of assigned department/division:
• Relieves management staff of routine administrative tasks;
• Screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response;
• Records and transcribes dictation;
• Typing, composing, editing, or proofreading various documentation;
• Maintains calendars and schedules meetings, appointments, interviews, or other activities;
• Covers travel arrangements, accommodations, conference registrations, or related plans for department staff;
• 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;
• Researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment;
• Maintains files and records;
• 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;
• Indexes documents;
• Develops databases and computerized reports;
• Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes;
• Distributes application forms and provides information;
• Accepts fees/deposits and processes completed applications;
• Issues permits as appropriate;
• Administers work order program and opens/closes work order requests;
• Maintains file system of various files/records for the assigned area;
• Prepares files, organizes documentation, and files documents in designated order;
• Retrives/replaces files;
• Scans records into computer;
• Shreds/destroys confidential or obsolete documents;
• Conducts records maintenance activities in compliance with guidelines governing record retention;
• Performs other related duties as assigned.

Requirements

• High School diploma or GED required: supplemented by two years of clerical, administrative support, secretarial, customer service (in a professional setting), record management experience and/or training.

Qualifications

• Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds).
• Tasks may involve extended periods of time at a keyboard or work station.
• Sensory Requirements Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.
• Sensory Requirements Some tasks require the ability to communicate orally.
• Environmental Factors Essential functions are regularly performed without exposure to adverse environmental conditions.

Skills

• Strong organizational skills;
• Effective communication;
• Proficiency in Microsoft Office tools;
• The capacity to collaborate seamlessly within a multidisciplinary team.

Benefits

Visit Cobb County's Employee Benefits page to learn more. Benefits for part-time employees are marked.

Pay

N/A

Schedule

N/A