RECORDS ADMINISTRATOR

About the Role

This position provides administrative and clerical support in the daily operation of an assigned department or division.

Responsibilities

• Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; responds to routine questions and complaints; researches problems and initiates problem resolution; refers complaints/problems to appropriate personnel.
• Provides direction, guidance, and training to new staff in area of assignment; prepares training materials and ensures staff has the tools necessary to learn area of assignment; advises new staff of operational procedures within area of assignment; works with supervisor to address any concerns regarding progress during training.
• Processes a variety of documentation associated with department operations within designated timeframes and per established procedures, including contractor files, payment applications, notices to proceed, contract submittals, contractor performance reports, time sheets, work orders, certifications, transaction reports, production reports, contract renewals, accident/incident reports, overtime forms, flow reports, meeting minutes, vehicle emission reports, insurance reports, permits, and other documents; 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; submits or forwards documentation to appropriate personnel.
• Maintains file system of various files/records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
• Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, mail, or other documentation; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• 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.
• Receives, troubleshoots, and resolves advanced issues and concerns that arise; identifies discrepancies and errors in area of assignment and takes action to rectify as needed; collaborates with other departments or divisions to resolve issues; keeps leadership up to date on status of errors and concerns as well as any steps taken to correct such matters.
• Operates or uses various equipment and supplies to complete work assignments, including a personal computer to enter, retrieve, review, or modify data using word processing, spreadsheet, database, presentation, Internet, or e-mail software; operates general office equipment as necessary.
• Communicates with supervisor, other employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as assigned.

Requirements

• Associate degree in business or related field.
• Two (2) years of related experience in customer service, administrative or clerical work, or related field, or equivalent combination of education and experience.
• Valid Georgia driver’s license.

Skills

• Knowledge of local government operations, law enforcement related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and software applications related to the essential functions of the job.
• Skill in effective communication, both verbally and in writing.
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to work flexible hours, including evening meetings.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the budget and department.
• Ability to use computers for data entry, word processing, and accounting purposes.
• Ability to operate a copying machine.

Physical Demands

The work is light work which requires exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force to move objects. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word, and close visual acuity.

Work Environment

Work is performed in a relatively safe and secure work environment.