Administrative Assistant II - Recreation, Parks, & Cultural Services

Administrative Assistant

Under general direction of the assigned Director, independently performs a variety of complex administrative and technical duties to support goals of the Department, the Director, and the Management Team. Provides excellent customer service as liaison with other City staff and the general public. Participates in the development and administration of department policies and procedures. Prepares various administrative reports and coordinates special projects as assigned.

Essential functions are the basic job duties that an employee must be able to perform, with or without reasonable accommodation. The list of essential functions, as outlined herein, is intended to be representative of the tasks performed within this classification. The omission of a function does not preclude management from assigning essential duties not listed herein if such duties relate to the position. In addition, specifications are intended to outline the minimum qualifications necessary for entry into the class and may not necessarily convey the qualifications of incumbents within the position.

Performs a wide variety of complex and responsible duties to assigned department. Provides administrative/clerical support including follow-up on division assignments and activities, transmitting information, maintaining calendars, travel and meeting arrangements, keeping informed of pertinent issues and activities.

Provides assistance to internal and external customers in researching and answering complaints and in resolving operational and administrative problems within assigned areas of responsibility. Screens assigned calls, visitors, and mail; provides information and assistance including responding to sensitive requests for information; research information related to City regulations and office policies; assists the public and other City staff in interpreting and applying City policies, procedures, codes, and ordinances; sorts and distributes mail.

Monitors and maintains inventory of department small equipment, furnishings and office supplies. Arranges for repair of equipment and keeps reference/resource information up to date.

Types, word processes, and proofreads a wide variety of reports, letters, memoranda, correspondence, and statistical charts, types from rough draft or verbal instruction; independently composes correspondence and reports related to assigned area of responsibility.

Maintains accurate and up-to-date files and records for assigned areas; develops and monitors various logs, and files for current and accurate information; develops, organizes, and maintains filing systems.

Operates a variety of office equipment including but not limited to computer, copiers, fax machine, scanner, calculator and digital camera.

Performs other related duties as assigned by immediate supervisor.

When Assigned to City Administration's Office:

Reports to: City Clerk

Assists the City Clerk with preparing responses and redactions to open records requests in accordance with the legal guidelines set forth in the Georgia Open Records Act and other applicable laws.

Assists the City Clerk with city-wide records management practices, including scanning documents, reviewing retention schedules, organizing, sorting, and collating original documents, communicating with vendors for records management and destruction services, witnessing document destruction and preparing destruction logs, assisting with digitizing documents and electronic storage of documents, and other tasks related to records management.

Provides notary services and attestations as needed.

Processes mail delivered to and departing from City Hall, including: receiving, sorting, and distributing incoming and outgoing correspondence, and organizing and cleaning the mail room, as needed. Coordinates with the contracted postage provider, monitors and adds postage to the city postage account, ensures postage equipment is always functioning and requests service when needed, provides training to staff on how to operate the postage machine, and updates staff when postage rates or postage procedures change.

When Assigned to Community Development:

Reports to: Support Services Manager

Processes documentation pertaining to purchasing and accounts payable; obtains price quotes for potential purchases; prepares purchase orders and enters purchasing data into computer; reviews invoices, purchase orders, or other documents for accuracy; research discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment.

Collects, records and balances fees related to Planning and Zoning; prepares deposit statements and deposits fees with the Finance Department.

Assists in the administration of the Procurement Card program; monitors each statement to verify discrepancies are corrected; monitors compliance with bank policies and procedures for usage of cards.

When Assigned to Human Resources & Finance Benefits Division:

Reports to: Director of Human Resources

Processes salary changes and initiates changes in status of payroll; performs data input of personnel transactions in the automated HRIS database; works closely with payroll personnel regarding the implementation of various payroll adjustments. Develops and/or updates new salary grade step tables; implements pay changes for employees including promotions, reclassifications, upgrades and special pay increases; verifies each transaction during data entry.

Identifies and develops queries and runs reports as requested; troubleshoots problems applications; provides ongoing HRIS training and support to end-users.

Prepares new hire orientation packets, participates in orientation activities, and ensures new hire paperwork is timely and accurately completed.

Act as backup to the HR Generalist when necessary.

Seasonal/Temporary Employees Payroll: Processes payroll changes; performs data input of personnel transactions in the automated HRIS database; works closely with Finance Payroll division regarding the implementation of adjustments; implements pay changes for employees including promotions, transfers, upgrades, special pay increases, etc.; verifies each transaction for accuracy of data entry.

Maintains employee ID card system; processes ID cards for new employees and reissues renewal, lost or stolen cards.

Maintains personnel records and manages HR Records' Retention Program.

Coordinates responses to open records requests in accordance with the Freedom of Information Act (FOIA) federal and state laws and Verification of Employment (VOE).

Prepares Department of Labor (DOL) separation notice for terminations, processes billing and participates in unemployment procedures.

Coordinates the City's Service Award program; distribute monthly list, prepares certificates, communicates and distribute materials to department's representatives; manages program supplies. Plan, coordinate, schedule and execute citywide employee events.

Assist with New Hire Orientation and Process

When Assigned to Public Safety - Administration:

Reports to: Director of Public Safety

Prepares daily deposit of monies collected in the Records department for pouring permits, fingerprinting, background checks, incident reports and accident reports; submits daily summaries to Finance Department as needed.

Processes' pouring permits for city restaurant employees; maintains all restaurant files including background checks and Equifax credit information processed on all restaurant owners/managers.

Takes, transcribes and distributes minutes from bi-monthly staff meetings.

Updates and distributes quarterly telephone lists and personnel roster.

When Assigned to Public Safety Training:

Reports to: Police Training Sergeant

Performs a wide variety of technical and clerical law enforcement support duties related to collecting, recording, transcribing, maintaining, processing, editing, and retrieving information concerning training records.

Creates, develops, maintains, and updates specialized and custom forms, databases, logs, files, records, and reports to support work processes in areas of responsibility pertaining to the Training Center Armory.

Acts as the Registrar for the Crabapple Training Center, which includes scheduling classes, registering students, maintaining class rosters, coordinating with outside agencies for training scheduling purposes, all P.O.S.T entry, training record management, and maintains outside agency certifications.

Enters and maintains Police Training certifications for Georgia Peace Officer Standards and Training Council (P.O.S.T.).

Reviews and submits Basic and Equivalency of Training applications for all new hires, and various Advanced certifications to Georgia Peace Officer Standards and Training Council (P.O.S.T.).

Establishes and maintains databases of information to track pending projects, department contracts, budget expenditures, travel, and training.

Performs routine reconciliation operations involving a variety of documents and accounts which require cross referencing between accounts; identifies causes of disagreement and checks for the accuracy of entries, and the presence of source documents within Tyler Munis Software.

Receives, reviews, and processes a variety of clerical accounting documents including invoices, billing, travel/training requests, reconciles and processes credit card purchases for the Training Division.

Assists Police Training Coordinator in budget preparation; oversees and records specific budgetary expenses by line item; provides analysis of budgetary information and generates various applicable reports.

Develops, revises, maintains master documents, templates, forms and maintains a variety of data in databases and spreadsheets; may prepare technical worksheets, tables, and computations.

Reviews and maintains the Training staff scheduling of courses, In-Service dates and ensures appropriate equipment and resources are available for instructors and attendees.

Manages and maintains the Training Center calendars and corresponds with all departmental instructors to confirm scheduling.

Receives and coordinates responses to all training related Open Record Act requests.

Maintains the Training division's records management