Administrative Assistant

DeKalb County•Decatur, GA

5h•$20 - $33

About The Position

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. Coordinates and provides administrative/clerical support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts; and maintains confidentiality of departmental documentation and issues. Relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; and keeps management informed of significant matters, messages, documentation, or other information. 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; and circulates documentation to appropriate departments. Maintains calendar/schedule of activities for the assigned manager and department/division; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; and updates calendar on a regular basis and notifies parties involved of changes. Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff. Maintains file system of various files/records for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; and shreds/destroys confidential or obsolete documents. Research, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; and conducts research of department files, legal records, database records, electronic data sources, internet sites, hardcopy materials, or other sources as needed. 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; and 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. Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains records. Answers telephone calls and greets visitors; ascertains the nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; responds to requests for service/assistance; retrieves messages from voicemail or answering machine; initiates and returns calls as necessary; and relays calls/messages via two-way radio. Performs customer service functions in person, by telephone, 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, research problems, and initiates problem resolution; and refers complaints/problems to appropriate personnel. Performs data entry functions by keying data into the computer system; enters, retrieves, reviews or modifies data in the computer database; scans documents into the computer; verifies the accuracy of entered data and makes corrections; and develops databases and computerized reports.

Requirements

High school diploma or GED required
Associate degree in Office Systems Technology or Office Administration preferred
Three years of progressively responsible office administration (preferably in the public sector), customer service, or records management experience
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 a valid State of Georgia Notary Public certification

Nice To Haves

Associate degree in Office Systems Technology or Office Administration

Responsibilities

Coordinates and provides administrative/clerical support for an assigned department/division
Processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures
Works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts
Maintains confidentiality of departmental documentation and issues
Relieves management staff of routine administrative tasks
Screens telephone calls, mail, and other communications and initiates appropriate action/response
Records dictation
Types, composes, edits, or proofreads correspondence on behalf of management staff
Records and/or transcribes correspondence, statements, minutes, or other information
Keeps management informed of significant matters, messages, documentation, or other information
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
Maintains calendar/schedule of activities for the assigned manager and department/division
Schedules and confirms appointments, meetings, interviews, conferences, training activities, 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 executives or other staff
Maintains file system of various files/records for the assigned area
Prepares files, organizes documentation, and files documents in designated order
Retrieves/replaces files
Scans records into computer
Shreds/destroys confidential or obsolete documents
Research, 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
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
Coordinates arrangements for various meetings
Notifies participants of scheduled meetings
Prepares meeting notices, agendas, and meeting packets
Coordinates room reservations, setup, refreshments, and equipment required for meetings
Attends meetings
Records and/or transcribes meeting minutes
Distributes documentation
Maintains records
Answers telephone calls and greets visitors
Ascertains the nature of business, directs callers/visitors to appropriate personnel, and records/relays messages
Responds to requests for service/assistance
Retrieves messages from voicemail or answering machine
Initiates and returns calls as necessary
Relays calls/messages via two-way radio
Performs customer service functions in person, by telephone, 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, research problems, and initiates problem resolution
Refers complaints/problems to appropriate personnel
Performs data entry functions by keying data into the computer system
Enters, retrieves, reviews or modifies data in the computer database
Scans documents into the computer
Verifies the accuracy of entered data and makes corrections
Develops databases and computerized reports