ADMINISTRATIVE COORDINATOR

NEWTON COUNTY, GEORGIA

Classification Specification

ADMINISTRATIVE COORDINATOR

(0176)

FLSA:

Non-Exempt Purpose of Classification:

The purpose of this classification is to serve as the office manager and coordinate all administrative functions for an assigned division or department. Incumbents in this classification have a broad knowledge and comprehension of techniques, information, methods, and organizational procedures in their area of assignment.

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. Leads and coordinates daily administrative activities for area of assignment and/or assigned co-workers: confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers, assists with complex/problem situations, and provides technical expertise; assists with training and instructing co-workers regarding operational procedures and proper use of equipment; assists with supervision of co-workers by reporting employee problems and providing input on disciplinary action and employee performance evaluations.

Performs customer service functions:

provides information and assistance regarding department/division services, procedures, fees, or other issues; responds to routine questions or complaints; researches and logs problems and complaints; and dispatches department staff and/or initiates problem resolution. Provides administrative support for management and/or staff of assigned department/division: relieves management and staff of routine administrative tasks; screens telephone calls, mail, email, and other communications; initiates appropriate action/response; and types, composes, edits, or proofreads various documentation.

Coordinates records management activities:

creates, processes and updates work orders; maintains file system of various files/records; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; responds to open records requests; and conducts records maintenance activities in compliance with guidelines governing record retention. Newton County, Georgia Administrative Coordinator Processes payments for various fees, fines, or services: receives monies; records transactions; posts payments; issues receipts; balances cash; prepares revenues for deposit; and forwards as appropriate.

Maintains department calendar:

schedules and confirms meetings, appointments, testing, interviews, or other department activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff; updates calendar on a regular basis; and notifies parties involved of changes.

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; forwards and/or processes invoices for payment; monitors purchase card activity by reviewing and reconciling statements; and maintains related files and records. Participates in department budget and/or general financial management: assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters budget data and department/division revenues into computer; generates revenue reports; prepares and/or reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; and maintains departmental petty cash funds. Assists with personnel and human resources processes and documentation: prepares and processes payroll; reviews timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data into computer; prepares new employee documentation and personnel change forms; maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related personnel records. 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; and maintains official records. Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures: prepares, completes, receives, reviews, processes, forwards or retains, as appropriate, various forms, reports, correspondence, complaint cards, time sheets, invoices, purchase orders, contracts, permit applications, plats, budget and financial reports and documentation, project worksheets, hazard mitigation plans and other documentation; compiles data for further processing or for use in preparation of department reports; and maintains computerized and/or hardcopy records. 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, other County employees, vendors, the public, law enforcement, veterinary staff, medical staff, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems. third party service contractors,

Additional Functions:

Performs other related duties as required.

Newton County, Georgia Administrative Coordinator Minimum Qualifications:

Associate degree in Administrative Support or a field related to area of assignment is required; supplemented by three years of experience in office administration, customer service, or administrative support or 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.

Specific License or Certification Required:

Must possess and maintain a valid Georgia driver's license.

Specific Knowledge, Skills, or Abilities :

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.

Performance Aptitudes:

Data Utilization :

Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

Human Interaction :

Requires the ability to act as lead person or crew leader, providing guidance to a work unit, coordinating activities, and reviewing work of the unit.

Equipment, Machinery, Tools, and Materials Utilization :

Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude :

Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude :

Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning:

Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.

Situational Reasoning :

Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

ADA Compliance:

Physical Ability :

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 perceive and discriminate colors or shades of colors, and visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors :

Essential functions are regularly performed without exposure to adverse environmental conditions. Newton County, Georgia Administrative Coordinator Newton 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 and encourages both prospective and current employees to discuss potential accommodations with the employer.