Administrative Specialist II

Position Information A Excel assessment will be required for this position. Details for the assessment will be sent via email after the closing date of this job announcement for applications received that successfully meet the minimum qualifications. The assessment will close on Monday, August 31st, 2026, at 11:59 pm. This position is vital to the daily operations of the Water System as it provides specialized administrative support at the Water Reclamation Facility. This position also provides support for routine administrative tasks such as providing customer service in-person, by telephone, mail and email. This position also performs data entry, places orders for materials such as chemicals, reviews documents for accuracy, processes invoices for payment, research discrepancies, assigns proper accounting/budgetary codes, notarize documents, and maintains files and records. Distinguishing Characteristics While the essential functions are similar to those of an Administrative Specialist III, Administrative Specialists II are typically more limited in scope. They are broadly responsible for all administrative support functions in a division of a department; Work often requires knowledge of departmental operations and procedures. Essential Functions 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; circulates documentation to appropriate departments. Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; 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. Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents. 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 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; maintains files and records. 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; prepares revenues for deposit and forwards as appropriate. Maintains calendar/schedule of activities for the assigned manager and department/division; schedules and confirms appointments, meetings, interviews, conferences, training activities, 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 executives or other staff. 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; 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; develops databases and computerized reports. Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes; distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; administers work order program and opens/closes work order requests. Maintains file system of various files/records for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention. Performs other related duties as assigned. Minimum Qualifications High School diploma or GED required: supplemented by two years of clerical, administrative support, secretarial, customer service (in a professional setting), record management experience and/or training. Licenses and Certifications May require possession and maintenance of valid State of Georgia Notary Public certification. Physical Abilities Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation. Sensory Requirements Some tasks require the ability to communicate orally. Environmental Factors Essential functions are regularly performed without exposure to adverse environmental conditions. EEO Statement Cobb County Government is proud to be an equal opportunity employer. We encourage applications from all qualified individuals, regardless of race, color, national origin, sex, religion, age, disability, or any other legally protected status. Visit Cobb County's Employee Benefits page to learn more. 01 I understand that all answers to these supplemental questions must be verifiable in the 'Educational History' and 'Work History' sections of the application. Failure to provide sufficient information in these sections may result in my disqualification from the hiring process. Yes No 02 I have read the Minimum Qualifications required for this position and understand I must demonstrate those qualifications on the application in order to be considered for this position. Furthermore, a failure to adequately demonstrate all qualifications may result in my removal from consideration. Lastly, I understand indicating "see resume" on the application, may not be accepted in lieu of a completed application. Yes No 03 Are you legally eligible to work in the United States on an unlimited and unrestricted basis? Yes No 04 Do you now or in the future need an employer to sponsor you for employment authorization of visa status? Yes No 05 Educational Background (copies of any education documents listed on your application will be required upon hire): Mark the highest level of education you have completed. High School Diploma or GED Some College Associate Degree Bachelor's Degree Advanced Degree None of the above 06 If you have a college degree, what was your major area of study? Enter N/A if this does not apply. 07 How many years of experience do you have in clerical, administrative support, secretarial, customer service (in a professional setting), record management experience and/or training? No experience Less than two years of experience Two to four years of experience Four to six years of experience More than six years of experience 08 Please describe your experience in clerical, administrative support, secretarial, customer service (in a professional setting), record management experience and/or training. Enter N/A if not applicable. "See resume" will not be accepted. 09 Please indicate your level of experience using Microsoft Outlook. No experience Beginner Intermediate Advanced 10 This position is located at a Wastewater Treatment Plant. Are you #J-18808-Ljbffr Cobb County Government