Part-Time Administrative Specialist II (Headquarters)

Cobb County Government • Cobb County Police Department, GA

5d • Onsite

About The Position

The purpose of this classification is to provide specialized administrative support for a department or division. This position can work up to 29 hours per week. The Administrative Specialist II serves as a 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. This role interacts with various officials and dignitaries involving sensitive client relations, conveys information among division/department personnel, and circulates documentation to appropriate departments. The position involves distributing documentation, operating a fax machine, sorting and distributing mail, signing for packages, processing outgoing mail, and copying/distributing various documents. Additionally, it provides administrative/secretarial support, including screening communications, recording dictation, maintaining calendars, scheduling meetings, and coordinating travel arrangements. The role also processes purchasing documentation, performs customer service functions, maintains calendars and schedules, and processes various documentation associated with department operations. Data entry, scanning documents, and administering the work order program are also key functions. The position requires maintaining a file system and performing other related duties as assigned.

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 related to purchasing.
• 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.

What This Job Offers

• Job Type: Part-time
• Career Level: Mid Level
• Education Level: High school or GED