Administrative Specialist, Senior

Forsyth County • Cumming, GA

1d

About The Position

The purpose of this classification is to perform specialized/complex administrative/clerical work and to process information/documentation relating to an assigned department/division. This role involves a variety of tasks including processing documentation, assisting in coordinating daily activities, providing customer service, handling financial transactions, coordinating calendars and travel, managing inventory, processing invoices and payroll, maintaining financial and HR records, assisting with meetings, writing work orders, conducting research, and operating computer systems. The role requires maintaining confidentiality and may involve additional duties depending on the specific assignment, such as in Magistrate Court which may require Saturday and holiday work.

Requirements

• High school diploma or GED
• Supplemented by college level course work or vocational training in business administration, bookkeeping, office administration, and personal computer operations
• One (1) year previous experience and/or training involving office administration, customer service, bookkeeping, record management, personal computer operations, and experience in specific area of assignment
• Typing speed of 30 words per minute required

Nice To Haves

• May require possession and maintenance of valid Legal Assistant or Paralegal Certification.
• May require possession and maintenance of valid State of Georgia Notary Public certification.
• May require possession and maintenance of valid State of Georgia driver’s license.
• Operation of Georgia Criminal Information Computer (GCIC) system requires possession of GCIC Terminal Operator certification.
• Operation of National Criminal Information Computer (NCIC) system requires possession of NCIC Terminal Operator certification.

Responsibilities

• Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures.
• Enters data into computer systems, logs, tracks, or maintains records regarding department activities, and compiles data for reports.
• Assists in coordinating daily activities of assigned department/division and provides support to management staff.
• Answers telephone calls and greets visitors, ascertains nature of business, and directs them to appropriate personnel.
• Performs customer service functions, providing information and assistance regarding department/division services, activities, and procedures.
• Receives moneys in payment of various fees/services, records transactions, issues receipts, and maintains cash drawer.
• Coordinates calendar activities for the department, scheduling appointments, meetings, and notifying parties of changes.
• Coordinates travel arrangements, accommodations, and conference registrations for department staff.
• Monitors inventory of department/division supplies and forms, and initiates requests for new or replacement supplies.
• Processes invoices and vouchers for payment, verifying accuracy and proper budgetary coding.
• Processes and maintains financial records, assists in preparing budget documents, and monitors expenditures.
• Maintains petty cash fund for the area of assignment, disburses funds, and ensures proper documentation.
• Processes payroll documentation, generates and distributes timesheets, and maintains records of attendance and leave time.
• Processes human resources documentation, coordinates completion of new hire forms, and maintains department personnel files.
• Assists in planning and preparing for various meetings, which may include scheduling, preparing agendas, recording minutes, and distributing documentation.
• Writes work orders to report problems or request repair/service and monitors the status of open work orders.
• Conducts research of department files, court/legal records, database records, and other sources as needed.
• Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, and other documents.
• Operates a computer to enter, retrieve, review, or modify data using various software programs.
• Maintains file system of various files/records for the department/division.
• Performs general clerical tasks, such as making copies, sending/receiving faxes, and processing mail.
• Performs basic maintenance of computer system and general office equipment.
• Communicates with supervisor, employees, other departments, and external individuals to coordinate work activities and resolve problems.
• Maintains confidentiality of departmental documentation and issues.
• May require frequent Saturday and holiday work as assigned (specifically for Magistrate Court assignment).
• Delivers documentation to/from other offices or transports banking transactions.
• Provides assistance to other employees or departments as needed.
• Performs other related duties as required.

What This Job Offers

• Job Type: Full-time
• Career Level: Senior
• Education Level: High school or GED