Administrative Specialist II – Water Customer Service

Cobb County Government•Water Department Marietta, GA

3d•Onsite

About The Position

The Administrative Specialist II oversees the daily operations of the office, procures supplies, compiles reports, and performs numerous other tasks to guarantee the seamless efficiency of the Customer Service Division. This role serves as a liaison between departments, handles distribution and receipt of information, processes various documents, provides administrative support to management, manages purchasing documentation, performs customer service functions, maintains calendars, coordinates travel, processes documentation associated with department operations, performs data entry, processes applications, and maintains file systems. The position requires the ability to exert light physical effort and may involve extended periods at a keyboard. Essential functions are regularly performed without exposure to adverse environmental conditions.

Requirements

High School diploma or GED required
Supplemented by two years of clerical, administrative support, secretarial, customer service, record management experience and/or training.

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.
Conveys information among division/department personnel.
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.
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 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 customer service functions in person, by telephone, and by mail.
Provides information/assistance regarding department/division services, procedures, fees, or other issues.
Responds to routine questions or complaints.
Researches problems/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.
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.
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.
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.
Retrieves/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.