Administrative Technician

Job Title

The purpose of this classification is to perform specialized clerical work, provide customer service, and process information/documentation relating to an assigned department/division. 9 a.m. to 5:30 p.m., Tuesday through Saturday.

Essential Functions

The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.

Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures.

Performs reception functions; answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via base radio.

Performs customer service functions; provides information/assistance regarding department/division services, activities, locations, procedures, documentation, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.

Receives moneys in payment of various taxes, penalties, fees, or services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate.

Coordinates calendar activities for the department; schedules appointments, meetings, inspections, hearings, or other activities; updates calendar on a regular basis and notifies parties involved of changes.

Writes work orders to report problems or request repair/service; discusses problems/complaints with requesting party; forwards work orders to appropriate service personnel; monitors status of open work orders; maintains files of closed work orders.

Operates fax machine to send/receive documentation; transmits faxes on behalf of department/division staff; distributes/delivers incoming faxes to appropriate personnel; replenishes paper supply in fax machine as needed.

Types/sends e-mail messages; screens incoming e-mail messages.

Processes incoming/outgoing mail; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming mail/packages and delivers to appropriate personnel; processes outgoing mail through postage machine; processes bulk mailing projects.

Copies and distributes forms, reports, correspondence, and other documentation.

Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.

Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies.

Conducts research of department files, court/legal records, database records, hardcopy materials, Internet sites, or other sources as needed.

Types, prepares, or completes various forms, reports, correspondence, lists, charts, receipts, refund requests, title applications, property record cards, work orders, complaint forms, stop work orders, warning notices, elector lists, or other documents.

Receives various forms, reports, correspondence, logs, lists, payments, tax bills/statements, tag/title documents, tag renewal notices, emission inspection forms, affidavits, building permits, license applications, inspection forms, voter registration applications, absentee ballots, rabies records, complaint forms, background history reports, incident reports, legal documents, surveys, plats, maps, street indexes, valuation guides, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, case management, calendar, Internet, e-mail, or other programs.

Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.

Communicates with supervisor, employees, other departments, County officials, court personnel, attorneys, vendors, vehicle dealers, insurance agencies, financial institutions, developers, builders, contractors, candidates, voters, the public, state/federal agencies, outside agencies, the media, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Assignment to Animal Shelter may include the following additional duties and qualifications:

Enters animal records into the assigned computer system, takes pictures for animal records and updates the computer system as necessary; prepares and/or processes a variety of documentation such as microchip forms and animal cage cards.

Assists with adoptions, owner relinquishments and other transactions; receives payments and donations via cash or credit card;

Maintains and updates animal pictures and applicable information in the computer system.

Traces animal identification/microchip information; notifies animal owners of the impoundment of their pet.

Retrieves inquiries, questions and related information from the county Animal Shelter website; routes inquiries/information to the appropriate team member.

Maintains lost and found animal database; updates information daily.

Maintains facility lobbies assuring they are clean, orderly and professional in appearance.

Works collaboratively with the Veterinary Technician to establish and maintain a list of rescue animals available to adoption partners.

Assists in the cleaning and disinfection of the adoption cat areas as needed.

Experience with handling animals and/or working in an animal care environment is required.

Additional functions:

Performs general/clerical tasks, which may include performing office opening/closing procedures, separating or collating documentation, or stuffing envelopes.

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

Minimum Qualifications

High school diploma or GED; supplemented by one (1) year previous experience and/or training involving general office work, customer service, cashiering, basic bookkeeping, record/file maintenance, personal computer operations, and experience in area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid State of Georgia Notary Public certification. Duties involving handling of cash funds may require ability to be bonded. Typing speed of 30 words per minute required.