Administrative Specialist - Public Defender (Non-Merit)

DeKalb County•Decatur, GA

3d•Onsite

About The Position

The Administrative Specialist - Public Defender (Non-Merit) position serves as a vital administrative support role within the Public Defender's office. This role involves a wide range of duties including serving as a liaison between departments, providing comprehensive administrative and secretarial support to management and staff, processing financial and purchasing documentation, managing incoming and outgoing mail and materials, performing customer service functions, and handling data entry and record management. The position requires a high school diploma or GED, two years of relevant experience, and may require Notary Public certification.

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

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.
May serve as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data into computer for payment; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
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 documentation pertaining to budget or general financial management; reviews invoices for accuracy and matches with purchase orders; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures.
Enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed.
Reconciles payable records with Finance Department records; prepares bank deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds.
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; and maintains files and records.
Receives and sorts incoming documentation and materials; 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.
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; and prepares revenues for deposit and forwards as appropriate.
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; and 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; and develops databases and computerized reports.