Administrative Assistant

Position Information

The purpose of this classification is to perform specialized administrative work and to coordinate daily activities of an assigned department/division. This position supports Finance Department operations by performing administrative and financial duties, including processing and coding invoices, assisting with vendor payments, resolving billing discrepancies, and maintaining accurate financial records.

Essential Functions

The following duties are normal for this position. The omission of specific statements of certain 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; 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; maintains computerized and/or hardcopy records.

Performs office management functions; coordinates daily activities of assigned department/division; monitors status of projects/workflow and troubleshoots problem situations; works to independently resolve problems and initiates appropriate action/response; coordinates communications and conveys information among department/division personnel; coordinates, conducts, or attends staff meetings to review department plans, progress, budgets, and other activities.

Provides administrative support to department/division management staff; relieves management staff of routine administrative tasks; screens calls, mail, and e-mail messages and initiates appropriate action/response; represents management at meetings as assigned.

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, timeframes, 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 fees/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, conferences, hearings, or other activities; updates calendar on a regular basis and notifies parties involved of changes.

Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff.

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

Processes invoices and vouchers for payment; matches invoices with backup documentation; verifies receipt of goods/services; reviews invoices for accuracy and proper budgetary coding; makes applicable calculations and researches discrepancies; forwards invoices for payment.

Assists with budget management for the assigned area; assists in preparing annual budget documents; assists in monitoring expenditures to ensure compliance with approved budget; identifies potential over-expenditures and brings to attention of management; works with finance division to reconcile discrepancies or coordinate budget transfers; reconciles monthly credit card statements and prepares reports; balances checkbooks; prepares bank deposits; maintains financial records; gathers information for annual/periodic audits.

Maintains petty cash fund for area of assignment; disburses funds for expenditures as appropriate; ensures proper receipts/documentation of expenditures; balances fund and requests reimbursements as needed.

Processes payroll documentation; generates and distributes timesheets; reviews completed timesheets or time cards for accuracy and completeness; calculates hours work, verifies calculations, and researches discrepancies; enters payroll data into computer; forwards payroll documents for payment; maintains records of attendance, overtime, or leave time; distributes paychecks.

Processes human resources documentation; coordinates completion of new hire forms by new employees; submits completed documentation to human resources department; maintains department personnel files; coordinates meetings and/or distribution of information regarding employee benefits; processes worker's compensation forms and accident reports.

Assists in planning/preparing for meetings of boards, committees, or other groups; coordinates meeting facilities, equipment, and refreshments; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and/or transcribes meeting minutes; maintains meeting books or other records.

Writes work orders to report problems or request repair/service; identifies priorities and forwards work orders to appropriate service personnel; notifies management of emergency situations; enters work order data into computer; monitors status of open work orders; maintains files of closed work orders.

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

Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, purchase requisitions, purchase orders, credit card reports, budget documents, statistical reports, work orders, letters of appointment, meeting notices, agendas, meeting minutes, notices, advertisements, proclamations, resolutions, court calendars, court orders, legal documents, accusations, indictments, trial notices, warrants, bond forfeitures, production orders, subpoenas, command directives, or other documents.

Receives various forms, reports, correspondence, logs, lists, schedules, calendars, credit card statements, budget reports, invoices, bid documents, statistical data, time sheets, court calendars, open records requests, chart of accounts, minute books, 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, bookkeeping, case management, presentation, desktop publishing, calendar, geographical information system (GIS), Internet, e-mail, or other programs.

Maintains file system of various files/records for the department/division; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.

Performs general clerical tasks, which may include making copies, sending/receiving faxes, updating department documentation, sorting/distributing incoming mail, or processing outgoing mail.

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, defendants, victims, vendors, financial institutions, 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.

Attends various meetings as needed.

Maintains confidentiality of departmental documentation and issues.

Maintains a comprehensive, current knowledge of applicable laws/regulations; reads professional literature; maintains professional affiliations; attends workshops and training sessions as appropriate.

ADDITIONAL FUNCTIONS

Performs notarization of documents as needed.

Performs general tasks, which may include, but not limited to, delivering documentation to/from other offices or transporting banking transactions.

Provides assistance to other employees or departments as needed.

Performs other related duties as required.

Minimum Qualifications

High school diploma or GED; supplemented by college level course work or vocational training in business administration, bookkeeping, office administration, and personal computer operations; supplemented by three (3) years previous experience and/or training that includes office management, administrative/secretarial work, customer service, bookkeeping, record management, personal computer operations, and experience in specific 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. May require possession and maintenance of valid State of Georgia driver's license. Typing speed of 30 words per minute required.

Benefits Provided By Forsyth County To Full-Time Employees

Personal Leave Accrual Personal leave shall be accrued as follows: 0 - 4 Years - 20 days per year - 6.16 hours per pay period 5 - 14 Years - 25 days per year - 7.70 hours per pay period 15+Years - 30 days per year - 9.24 hours per pay period Observed Holidays New Year's Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving (2), and Christmas