ADMINISTRATIVE ASSISTANT III

Posting number: 00582

Department: PLANNING & ECONOMIC DEVELOPMENT

Division: TRANSIT

Job classification: ADMINISTRATIVE ASSISTANT III

Posting type: Open & Promotional

Categories: Administrative Assistant, Clerical & Data Entry, Transportation, Transit, Customer Service, Business

Summary

The purpose of this position is to provide, coordinate, and perform administrative and secretarial support to an assigned department or work unit. Incumbents are broadly responsible for all administrative support and office operations and perform work which requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures with moderate latitude for judgment.  

Examples of duties

• Coordinates and provides administrative support for an assigned department/division; processes a variety of documentation associated with department/division operations within designated timeframes, and per established procedures; works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts; and maintains confidentiality of departmental documentation and issues.
• 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; distributes and receives routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments. 
• Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and research discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data into computer for payment; prepares personnel change forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records. 
• Provides secretarial/administrative support to management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, types, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; and keeps management informed of significant matters, messages, documentation, or other information.
• Processes documentation pertaining to budget or general financial management; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters budget data into computer systems; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles budget records with Finance Department; coordinates internal accounting activities; maintains current balances for department accounts; and maintains departmental petty cash funds. 
• 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 purchasing documents for accuracy; research discrepancies; assigns proper accounting/budgetary codes; obtains proper signatures; forwards for payment; and 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; research 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. 
• Provides administrative support for boards, committees, or other meetings; prepares meeting agendas, packets, and related documentation; coordinates meeting rooms/facilities, equipment, and refreshments; notifies participants of scheduled meetings; submits public notices to newspapers, property owners, or others as required; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and transcribes meeting minutes; distributes meeting minutes to appropriate individuals; maintains official records. 
• Receives and sorts of incoming documentation and materials; sends/receives 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.
• Maintains department webpage, social media, and online enrollment; uploads pictures, schedules, brochures, and other events and information; adds upcoming events to calendar; posts news and announcements; enters and maintains information regarding classes and fees; processes registrations, memberships, and rentals; runs reports and prints class lists; assists customers with creating user accounts and site navigation as needed. 
• Maintains calendar/schedule of activities for the department/division; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis; notifies parties involved of changes; and coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department management or other staff.
• Conducts records maintenance activities; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; and conducts records maintenance activities in compliance with guidelines governing record retention.
• Research, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; and conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
• 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, inventory records, charts, graphs, spreadsheets, or other documents.
• Maintains inventory of office supplies, forms, and equipment; ensures adequate supplies to complete work assignments; initiates requests for replacement supplies; receives and stocks incoming supply shipments; coordinates equipment maintenance and repair needs; and maintains inventory 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; and develops databases and computerized reports.
• Operates a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as necessary to complete essential functions. 
• Communicates with supervisor, County officials, other County employees, the public, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
• Performs other related duties as assigned. 

Qualifications

Education and Experience:

Requires a High School diploma or equivalent and three (3) years of related experience in secretarial, office administration, customer service, and or record management, preferably in a municipal or local government environment, or equivalent combination of education and experience. Associate’s Degree in Administrative Services preferred.

Licenses or Certifications:

Must possess and maintain a valid Georgia driver’s license. Depending on area of assignment, may require possession and maintenance of valid State of Georgia Notary Public certification.  

Special Requirements: 

None.

Supplemental information

Knowledge, Skills and Abilities: 

• Knowledge of local government operations, administrative and clerical related programs, policies and plans, and modern office practices and procedures.
• Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs.
• Skill in the use of computers and software applications related to the essential functions of the job. 
• Skill in effective communication, both verbally and in writing. 
• Ability to meet and deal with employees and the public in an effective and courteous manner.
• Ability to get along with others and work effectively with the public and co-workers.
• Ability to work flexible hours, including evening meetings.
• Ability to multi-task and work within deadlines.
• Ability to deal with confidential and sensitive matters.
• Ability to work with and process payments for accounts within the budget and department.  
• Ability to use computers for data entry, word processing, and accounting purposes. 
• Ability to operate a copying machine. 

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 20 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuity. 

WORK ENVIRONMENT

Work is performed in a relatively safe, and secure work environment.

Henry County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities to perform the primary job functions described in this job description.  Henry County encourages both prospective and current employees to discuss potential accommodations with the employer.  Henry County will comply with all applicable federal regulations and Henry County's insurance requirements governing workplace anti-drug and alcohol programs. Henry County employees shall be subject to the provisions of the Drug-Free Workplace Act of 1988.