Administrative Specialist - Public Defender (Non-Merit)

DeKalb County•Decatur, GA

13h•$19 - $30•Onsite

About The Position

The Administrative Specialist - Public Defender position serves as a crucial support role within the Public Defender's office. This non-exempt position involves a wide range of administrative, secretarial, and financial support functions essential for the smooth operation of the department. The role requires interaction with various internal and external stakeholders, including clients, county officials, and other agencies, while maintaining confidentiality and accuracy in all tasks.

Requirements

High school diploma or GED required.
Two years of clerical, administrative support, 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.

Nice To Haves

May require possession and maintenance of valid State of Georgia Notary Public certification.

Responsibilities

Serve as a liaison between the Public Defender's office and other departments, staff, officials, the public, and outside agencies for information distribution and receipt.
Interact with officials and dignitaries, managing sensitive client relations.
Convey information among division/department personnel and circulate documentation.
Potentially serve as the departmental human resources liaison, preparing new employee paperwork, processing personnel/payroll documentation, reviewing timesheets, tracking leave, entering payroll data, preparing personnel change forms, and maintaining attendance and confidential personnel/payroll files.
Provide administrative and secretarial support to management and staff, relieving management of routine administrative tasks.
Screen telephone calls, mail, e-mail, and other communications, initiating appropriate action or response.
Record and transcribe dictation, and type, compose, edit, or proofread various documentation.
Maintain calendars and schedule meetings, appointments, interviews, or other activities.
Coordinate travel arrangements, accommodations, and conference registrations for staff.
Process documentation related to budget and financial management, including reviewing invoices, entering budget data, assisting with budget preparation, forecasting revenues/expenditures, entering daily revenue, generating revenue reports, monitoring expenditures, processing budget transfers, reconciling payable records, preparing bank deposits, coordinating accounting activities, maintaining account balances, and managing petty cash funds.
Process purchasing documentation, including reviewing requisitions, verifying funds, preparing purchase orders, obtaining price quotes, ordering materials, reviewing invoices, researching discrepancies, assigning codes, obtaining signatures, and maintaining purchasing files.
Receive, sort, and distribute incoming documentation, faxes, subpoenas, and mail.
Sign for and deliver incoming packages.
Process outgoing mail and copy/distribute various forms, reports, and correspondence.
Perform customer service functions in person, by telephone, and by mail, providing information on services, procedures, and fees.
Respond to routine questions and complaints, research problems, and initiate resolution.
Receive payments for fees, fines, or services, record transactions, issue receipts, balance cash drawers, and prepare revenues for deposit.
Process various operational documentation within designated timeframes, including receiving, reviewing, recording, typing, and distributing documents.
Enter data into computer systems, log, track, and maintain records of department activities.
Compile data for processing or report preparation.
File, maintain, and store hardcopy records.
Perform data entry functions, including keying, retrieving, reviewing, or modifying data in computer databases.
Scan documents into the computer, verify data accuracy, and make corrections.
Index documents and develop databases and computerized reports.