Forsyth County (North Carolina)
Administrative Specialist, Senior
Forsyth County (North Carolina), Cumming, Georgia, United States, 30128
Position Information
The purpose of this classification is to perform specialized/complex administrative/clerical work and to process information/documentation relating to an assigned department/division. Essential Functions
Processes a variety of documentation associated with department/division operations; 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; maintains computerized and/or hardcopy records. Assists in coordinating daily activities of the assigned department/division; provides support to department/division management staff; coordinates communications and conveys information among department/division personnel; works to independently resolve problems and initiates appropriate action/response. Answers telephone calls and greets visitors; directs callers/visitors to appropriate personnel; records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary. Performs customer service functions; provides information/assistance regarding department/division services, activities, locations, procedures, timeframes, documentation, fees, or other issues; researches problems/complaints and initiates problem resolution. Receives moneys in payment of various fees/services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate. Coordinates calendar activities for the department; schedules appointments, meetings, conferences, hearings, or other activities; updates calendar and notifies involved parties of changes. Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff. Monitors inventory of department/division supplies and forms; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders. Processes invoices and vouchers for payment; matches invoices with back?up documentation; verifies receipt of goods/services; reviews invoices for accuracy and proper budgetary coding; makes applicable calculations and researches discrepancies; forwards invoices for payment. Processes and maintains financial records for the assigned area; assists in preparing budget documents; assists in monitoring expenditures; coordinates with finance to reconcile discrepancies or coordinate budget transfers. Balances petty cash fund and disburses funds as appropriate; maintains documentation of expenditures; balances fund and requests reimbursements as needed. Processes payroll documentation; generates and distributes timesheets; reviews timesheets for accuracy; enters payroll data; forwards documents for payment; maintains records of attendance, overtime, or leave time; distributes paychecks. Processes human resources documentation; coordinates completion of new hire forms; maintains department personnel files; coordinates meetings/distribution of information regarding employee benefits. Assists in planning and preparing for various meetings; may include scheduling facilities and equipment, preparing agendas, distributing documentation, recording minutes, and other related tasks. Writes work orders to report problems or request repairs; prioritizes and forwards work orders; monitors status; maintains files of closed work orders. Conducts research of department files, court/legal records, databases, and other sources as needed. Performs data entry; operates computer to enter, retrieve, review or modify data; verifies accuracy and makes corrections; uses word processing, spreadsheets, databases, and other programs. Maintains file systems; sets up and files documents; retrieves files; shreds/destroys confidential or obsolete documents. Performs general clerical tasks and basic maintenance of office equipment; coordinates service/repair activities as needed. Communicates with supervisor, staff, other departments, county officials, court personnel, attorneys, vendors, the public, and other entities to coordinate work, review status, exchange information, or resolve problems. Maintains confidentiality of departmental documentation and issues. Additional Functions
Performs general tasks such as delivering documentation to/from other offices or transporting banking transactions. Provides assistance to other employees or departments as needed; performs other related duties as required. Minimum Qualifications
High school diploma or GED; supplemented by college level coursework or vocational training in business administration, bookkeeping, office administration, and computer operations; supplemented by one (1) year of experience and/or training involving office administration, customer service, bookkeeping, record management, and computer operations; or any equivalent combination of education, training, and experience. May require valid Legal Assistant or Paralegal Certification; may require Georgia Notary Public certification; may require Georgia drivers license. GCIC NCIC operator certifications may be required. Typing speed of 30 words per minute required. Benefits Provided By Forsyth County To Full-time Employees
Personal Leave: Accrual as follows 0-4 years: 20 days/year; 5-14 years: 25 days/year; 15+ years: 30 days/year. Observed Holidays: New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving (2), Christmas (2). Medical Insurance: Choice of two Aetna plans and Kaiser Permanente plan. Dental Insurance: Base and Buy-Up Delta Dental plans. Vision Insurance: Plan administered by Aetna with routine copays. Basic Life & AD&D Insurance: County-paid. Disability Insurance: Short Term and Long Term; 100% paid by Forsyth County; eligibility on hire date. Additional Life Insurance and AD&D: Optional; rates vary by coverage. Retirement Plan (401K): Fully vested at five years; County matches contributions up to 5% of pay; various vesting schedules thereafter.
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The purpose of this classification is to perform specialized/complex administrative/clerical work and to process information/documentation relating to an assigned department/division. Essential Functions
Processes a variety of documentation associated with department/division operations; 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; maintains computerized and/or hardcopy records. Assists in coordinating daily activities of the assigned department/division; provides support to department/division management staff; coordinates communications and conveys information among department/division personnel; works to independently resolve problems and initiates appropriate action/response. Answers telephone calls and greets visitors; directs callers/visitors to appropriate personnel; records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary. Performs customer service functions; provides information/assistance regarding department/division services, activities, locations, procedures, timeframes, documentation, fees, or other issues; researches problems/complaints and initiates problem resolution. Receives moneys in payment of various fees/services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate. Coordinates calendar activities for the department; schedules appointments, meetings, conferences, hearings, or other activities; updates calendar and notifies involved parties of changes. Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff. Monitors inventory of department/division supplies and forms; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders. Processes invoices and vouchers for payment; matches invoices with back?up documentation; verifies receipt of goods/services; reviews invoices for accuracy and proper budgetary coding; makes applicable calculations and researches discrepancies; forwards invoices for payment. Processes and maintains financial records for the assigned area; assists in preparing budget documents; assists in monitoring expenditures; coordinates with finance to reconcile discrepancies or coordinate budget transfers. Balances petty cash fund and disburses funds as appropriate; maintains documentation of expenditures; balances fund and requests reimbursements as needed. Processes payroll documentation; generates and distributes timesheets; reviews timesheets for accuracy; enters payroll data; forwards documents for payment; maintains records of attendance, overtime, or leave time; distributes paychecks. Processes human resources documentation; coordinates completion of new hire forms; maintains department personnel files; coordinates meetings/distribution of information regarding employee benefits. Assists in planning and preparing for various meetings; may include scheduling facilities and equipment, preparing agendas, distributing documentation, recording minutes, and other related tasks. Writes work orders to report problems or request repairs; prioritizes and forwards work orders; monitors status; maintains files of closed work orders. Conducts research of department files, court/legal records, databases, and other sources as needed. Performs data entry; operates computer to enter, retrieve, review or modify data; verifies accuracy and makes corrections; uses word processing, spreadsheets, databases, and other programs. Maintains file systems; sets up and files documents; retrieves files; shreds/destroys confidential or obsolete documents. Performs general clerical tasks and basic maintenance of office equipment; coordinates service/repair activities as needed. Communicates with supervisor, staff, other departments, county officials, court personnel, attorneys, vendors, the public, and other entities to coordinate work, review status, exchange information, or resolve problems. Maintains confidentiality of departmental documentation and issues. Additional Functions
Performs general tasks such as delivering documentation to/from other offices or transporting banking transactions. Provides assistance to other employees or departments as needed; performs other related duties as required. Minimum Qualifications
High school diploma or GED; supplemented by college level coursework or vocational training in business administration, bookkeeping, office administration, and computer operations; supplemented by one (1) year of experience and/or training involving office administration, customer service, bookkeeping, record management, and computer operations; or any equivalent combination of education, training, and experience. May require valid Legal Assistant or Paralegal Certification; may require Georgia Notary Public certification; may require Georgia drivers license. GCIC NCIC operator certifications may be required. Typing speed of 30 words per minute required. Benefits Provided By Forsyth County To Full-time Employees
Personal Leave: Accrual as follows 0-4 years: 20 days/year; 5-14 years: 25 days/year; 15+ years: 30 days/year. Observed Holidays: New Years Day, Martin Luther King Jr. Day, Memorial Day, Independence Day, Labor Day, Veterans Day, Thanksgiving (2), Christmas (2). Medical Insurance: Choice of two Aetna plans and Kaiser Permanente plan. Dental Insurance: Base and Buy-Up Delta Dental plans. Vision Insurance: Plan administered by Aetna with routine copays. Basic Life & AD&D Insurance: County-paid. Disability Insurance: Short Term and Long Term; 100% paid by Forsyth County; eligibility on hire date. Additional Life Insurance and AD&D: Optional; rates vary by coverage. Retirement Plan (401K): Fully vested at five years; County matches contributions up to 5% of pay; various vesting schedules thereafter.
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