Find & Apply For Office / Administrative Assistant Jobs in Douglasville, Georgia

SALARY:

$48,684.48 ($23.40/hourly), plus full benefits

SUMMARY:

This is responsible secretarial and administrative work in a department or division who customarily and regularly exercises discretion and independent judgment. Duties include managing the office; conducting financial and personnel administration duties for the department; serving as the department's liaison to the public; and, performing a variety of secretarial and administrative duties while performing under limited or very general supervision. The incumbent will serve as direct supervisor to assigned employees.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Duties include but are not limited to:

• Entering data and information into the computer to establish department records related to documents such as engineering plans, public safety incident reports, financial accounts, registration materials, employee files, customer accounts, inspection reports, et cetera
• Utilizing personal computer system for word processing and database applications; designing database and report forms for department records and reports; modifying software applications for compatibility with department needs; providing training to staff in the usage of computers; maintaining, purging and updating computer files; performing computer back-ups as needed
• Maintaining the department's financial ledgers and records o Receiving fees or payments and writing receipts o Preparing deposits o Maintaining department budget records and reconciling discrepancies against county financial reports o Monitoring department expenditures against adopted budget o Assisting in the development of the annual operating budget
• Performing personnel administration duties for the department o Maintaining employee personnel files o Completing time sheets for payroll o Providing general orientation to new hires and processing their insurance, tax and employee benefits forms o Maintaining employee leave records o Filing workers' compensation claims o Performing other related duties
• Providing information and representing the department in presentations to boards, commissions, civic groups, the general public, and/or employee groups
• Completing purchase requisitions, obtaining purchase order numbers, ordering supplies, and processing invoices for payment
• Logging and recording messages, service requests, or complaints from the general public and forwarding them to department staff
• Preparing annual budget for department; assuring effective and efficient use of budgeted funds, personnel, materials, facilities, and time
• Composing and preparing activity reports, budget reports, correspondence and memos for department director or division head
• Preparing agendas and coordinating arrangements for committee meetings, board meetings or department staff meetings
• Greeting the general public and answering telephone or department switchboard; forwarding calls or visitors to proper staff; providing information to the public regarding programs, events, department operations, policies, and procedures
• May be required to attend meetings and programs at other county facilities and locations
• Screening or handling telephone calls for department director or division head
• Filing, retrieving, and updating reports and records in computer or manual filing systems
• Receiving, logging in, and distributing plans, service requests, and reports to appropriate staff person for review or follow-up
• Preparing and typing materials such as statistical and narrative reports, administrative forms, agendas, press releases, minutes, schedules and other documents
• Typing correspondence and memos from rough draft, oral dictation or editing and finalizing typed materials for final printing
• Establishing, updating, and maintaining office files
• Printing drafts and final copies of typed materials, reproducing materials, and distributing to staff.
• Opening, sorting, and distributing mail to division or department employees
• May operate a vehicle in conducting related county business
• Performing work on special administrative projects as assigned
• Performing the duties of other secretarial or clerical staff as needed
• Performing other duties as assigned

QUALIFICATION REQUIREMENTS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability necessary. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. MINIMUM EDUCATION and/or

EXPERIENCE

• High school diploma or GED, supplemented by college-level or vocational course work in a related field
• Six years professional related work experience
• An equivalent combination of education and experience may be considered

ELIGIBILITY REQUIREMENTS

Must be 18 years of age or older

CERTIFICATES, LICENSES, REGISTRATIONS

• Possess and maintain a valid Georgia driver's license (Class C) and a satisfactory motor vehicle record (MVR) if assigned job duties requiring the use of a vehicle

KNOWLEDGE, SKILLS, AND ABILITIES

Knowledge of or ability to learn county and department operations, ordinances, policies, procedures, terminology, and materials as they relate to assignment Knowledge of or ability to learn state laws and regulations as they relate to assignment Knowledge of administrative principles, practices, standards, terminology, and software; employee supervision; payroll; purchasing Knowledge of business English, spelling, and grammar Knowledge of mathematical computations: addition, subtraction, multiplication, and division using whole numbers, common fractions and decimals Knowledge of legal processes and terminology if required by assignment Knowledge of modern office practices, methods, and equipment Knowledge of specialized software, materials, terminology, and forms essential to the assignment

• Skill in creating, maintaining, and organizing accurate, detailed, and complete records in accordance with standard record-keeping procedures Skill in effective inter-personal and public relations and customer service; excellent oral and written communication skills to satisfactorily resolve conflicts and issues, and to explain established policies and procedures to employees and the general public Skill in performing tasks which require attention to detail, and completing assigned jobs efficiently and correctly Skill in planning, prioritizing, and organizing work; ability to handle multiple work assignments and deadlines efficiently, accurately, and professionally; skill in planning, prioritizing, organizing, reviewing, and evaluating the work of others Skill in transcribing tapes if required by assignment Skill in the use of personal computers, MS Office Suite, databases, spreadsheets, and word processing; typing and entering data into a computer system accurately and efficiently Ability to apply common sense to understand, follow, and complete verbal and written instructions Ability to communicate and interact clearly and effectively with all those contacted in the course of work in a professional and courteous manner, both orally and in writing, establishing and maintaining effective, professional, and cordial working relationships Ability to handle confidential information professionally and to exercise discretion in performing assigned job duties; inability to maintain confidentiality will be grounds for dismissal Ability to make sound, independent decisions within policy guidelines by exercising good judgment and intelligent situation-assessment Ability to provide instruction and direction; effective leadership skills; ability to train, supervise, and motivate staff and/or volunteers Ability to read, analyze, interpret, and comprehend a variety of documents such as memos, instructions, correspondence, technical and legal documents, blueprints, ordinances, policies, design plans, maps and deeds, et cetera as they relate to assignment Ability to reconcile data; make necessary additions, revisions, and updates Ability to remain composed, professional, and pleasant in a stressful, fast-paced, high-volume environment Ability to research, analyze data, and compile information to create clear and concise reports, records, correspondence, and other written material; ability to create clear, accurate, and effective presentations; ability to develop promotional materials; ability to compose high-level correspondence without assistance Ability to analyze and resolve routine, non-routine, and complex problems, evaluating alternative solutions and adopting effective course of action by applying or adapting established policies and procedures Ability to work in a team setting Ability to work independently in the absence of specific instructions or direct supervision

TOOLS AND EQUIPMENT USED

Personal computers Photocopiers Fax machines Calculators Telephones Scanners Assorted modern office equipment

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by any employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; and talk and hear. The employee is occasionally required to stand; walk; reach with hands and arms; and stoop, kneel, crouch, or crawl
• The employee must frequently lift and/or move more than 20 pounds
• Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Work is performed in an office environment
• Work may include outdoor responsibilities and exposure to weather conditions
• The noise level in the work environment is usually moderate The details listed above are intended only as illustrations of the various elements of this position and the work that may be performed.

The omission of specific statements does not exclude them if their nature is similar, related, or a logical extension of the position.