ADMINISTRATIVE SPECIALIST Grade 10

Part-Time Position in the Department of Public Works

Recruitment is in the Department of Public Works. Minimum qualifications include a high school diploma or GED, supplemented by three years of clerical, administrative support, secretarial, customer service, and/or record management experience and/or training; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Specific license or certification required may include possession and maintenance of a valid State of Georgia Notary Public certification. Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all county or departmental policies, practices, and procedures necessary to function effectively in the position.

The purpose of this classification is to provide specialized administrative support for division or department. While the essential functions are similar to those of an Administrative Coordinator, Administrative Specialists typically focus more narrowly on one or more aspects of the work, whereas Administrative Coordinators are broadly responsible for all administrative support functions in a division or department. Work often requires a knowledge of departmental operations and procedures, but can be learned by a modest amount of time in the job.

Essential functions include serving as a 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; interacting with various officials and dignitaries involving sensitive client relations; conveying information among division/department personnel; circulating documentation to appropriate departments. Other duties may be required and assigned.

Additional functions include serving as departmental human resources liaison; preparing new employee paperwork; processing documentation pertaining to personnel/payroll functions; reviewing timesheets for accuracy and researching discrepancies; tracking accrued and used sick leave and vacation time; entering payroll data into computer for payment; preparing personnel change forms; maintaining attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records. Providing administrative/secretarial support for management and/or staff of assigned department/division: relieving management staff of routine administrative tasks; screening telephone calls, mail, e-mail, and other communications and initiating appropriate action/response; recording and transcribing dictation; typing, composing, editing, or proofreading various documentation; maintaining calendars and schedules meetings, appointments, interviews, or other activities; coordinating travel arrangements, accommodations, conference registrations, or related plans for department staff. Processing documentation pertaining to budget or general financial management; reviewing invoices for accuracy, matching with purchase orders; entering budget data into computer; assisting with budget preparation; providing budgetary input and assisting in forecasting revenues/expenditures; entering daily revenue into computer and generating revenue reports; reviewing monthly budget analysis reports; monitoring expenditures to ensure compliance with approved budget; processing budget transfers as needed; reconciling payable records with Finance Department records; preparing bank deposits; coordinating internal accounting activities; maintaining current balances for accounts; and maintaining departmental petty cash funds. Processing purchasing documentation: reviewing purchase requisitions and verifying availability of budgeted funds; preparing purchase orders and forwarding data to appropriate departments; obtaining competitive price quotes; ordering materials under blanket purchase orders; reviewing invoices, purchase orders, or other documents for accuracy; researching discrepancies, assigning proper accounting/budgetary codes, obtaining proper signatures, and forwarding for payment; maintaining files and records. Receiving and sorting incoming documentation and materials: sending/receiving documentation; distributing/delivering incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorting, organizing, opening, and/or distributing incoming mail; signing for incoming packages and delivering to appropriate personnel; processing outgoing mail; copying and distributing forms, reports, correspondence, schedules, agendas, or other documentation. Performing customer service functions in person, by telephone, and by mail: providing information/assistance regarding department/division services, procedures, fees, or other issues; responding to routine questions or complaints; researching problems/complaints and initiating problem resolution; receiving payments for various fees, fines, or services: recording transactions, posting payments, and issuing receipts; balancing cash drawers; preparing revenues for deposit and forwarding as appropriate. Providing administrative support for boards, committees, or other meetings: preparing meeting agendas, packets, and related documentation; coordinating meeting rooms/facilities, equipment, and refreshments; notifying participants of scheduled meetings; submitting public notices to newspapers, property owners, or others as required; preparing and distributing agendas, meeting notices, meeting packets, and related documentation; recording and transcribing meeting minutes; distributing documentation; maintaining official records. Maintaining department webpage, social media, and online enrollment; uploading pictures, schedules, brochures and other events and information; adding upcoming events to calendar; posting news and announcements; entering and maintaining information regarding classes and fees; processing registrations, memberships and rentals; running reports and printing class lists; assisting customers with creating user accounts and site navigation as needed. Coordinating arrangements for various meetings; notifying participants of scheduled meetings; preparing meeting notices, agendas, and meeting packets; coordinating room reservations, setup, refreshments, and equipment required for meetings; attending meetings; recording and/or transcribing meeting minutes; distributing documentation; maintaining records. Processing a variety of documentation associated with department operations within designated timeframes and per established procedures; receiving, reviewing, recording, typing, and/or distributing documentation; entering data into computer systems; logging, tracking, or maintaining records regarding department activities; compiling data for further processing or for use in preparation of department reports; filing, maintaining, and storing hardcopy records. Maintaining file system of various files/records for the department: preparing files, organizing documentation, and filing documents in designated order; retrieving/replacing files; scanning records into computer; shredding/destroying confidential or obsolete documents; conducting records maintenance activities in compliance with guidelines governing record retention. Maintaining current maps, telephone lists, directories, operating manuals, procedures, and other reference materials. Conducting research of department files, database records, hardcopy materials, Internet sites, or other sources as needed. Monitoring inventory of department supplies and forms: ensuring availability of adequate materials to conduct work activities; initiating requests/orders for new or replacement supplies. Operating a personal computer, scanner, telephone, postage machine, dictation equipment, shredder, general office equipment, two-way radio, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, graphics, desktop publishing, e-mail, Internet, or other computer programs; providing training and/or technical support for other system users; troubleshooting computer problems and performing basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner. Communicating with supervisor, employees, volunteers, other departments, County officials, other municipalities, government agencies, attorneys, engineers, contractors, vendors, sales representatives, customers, the public, community organizations, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional functions include performing other related duties as required.

For applicants with prior military service, we strongly encourage veterans, prior military and transitioning service members to apply. Many of the competencies and transferable skills developed through military service directly support success in this role, including customer service under pressure, operational planning and execution, adaptability and rapid problem solving, team cohesion and communication, safety and risk awareness, and technical and equipment proficiency.

Performance aptitudes include data utilization, human interaction, equipment, machinery, tools, and materials utilization, verbal aptitude, mathematical aptitude, functional reasoning, and situational reasoning.

It is the policy of Fulton County that there will be equal opportunity for every citizen, employee and applicant, based upon merit without regard to race, color, religion, national origin, gender, age, genetics, disability or sexual orientation.