Government Jobs
Administrative Support Coordinator
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 include: Coordinating and providing administrative support for an assigned department/division; processing a variety of documentation associated with department/division operations within designated timeframes, and per established procedures; working with and providing guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts; and maintaining confidentiality of departmental documentation and issues. Serving 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; distributing and receiving routine information; interacting with various officials and dignitaries involving sensitive client relations; conveying information among division/department personnel; and circulating documentation to appropriate departments. Serving as departmental human resources liaison; preparing new employee paperwork; processing documentation pertaining to personnel/payroll functions; reviewing timesheets for accuracy and research discrepancies; tracking accrued and used sick leave and vacation time; entering payroll data into computer for payment; preparing personnel change forms; and maintaining attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records. Providing secretarial/administrative support to management and/or staff of assigned department/division; relieving management staff of routine administrative tasks; screening telephone calls, mail, and other communications and initiating appropriate action/response; recording dictation; typing, composing, typing, editing, or proofreading correspondence on behalf of management staff; recording and/or transcribing correspondence, statements, minutes, or other information; and keeping management informed of significant matters, messages, documentation, or other information. Processing documentation pertaining to budget or general financial management; entering budget data into computer; assisting with budget preparation; providing budgetary input and assisting in forecasting revenues/expenditures; entering budget data into computer systems; reviewing monthly budget analysis reports; monitoring expenditures to ensure compliance with approved budget; processing budget transfers as needed; reconciling budget records with Finance Department; coordinating internal accounting activities; maintaining current balances for department 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 purchasing documents for accuracy; researching discrepancies; assigning proper accounting/budgetary codes; obtaining proper signatures; forwarding for payment; and maintaining files and records. 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 meeting minutes to appropriate individuals; maintaining official records. Receiving and sorting of 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. 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. Maintaining calendar/schedule of activities for the department/division; scheduling and confirming appointments, meetings, interviews, conferences, training activities, or other activities; updating calendar on a regular basis; notifying parties involved of changes; and coordinating travel arrangements, accommodations, conference registrations, or other travel-related plans for department management or other staff. Conducting records maintenance activities; preparing files, organizing documentation, and filing documents in designated order; retrieving/replacing files; scanning records into computer; shredding/destroying confidential or obsolete documents; and conducting records maintenance activities in compliance with guidelines governing record retention. Researching, compiling, and/or monitoring administrative or statistical data pertaining to department operations; summarizing data, performing routine data analysis, and preparing reports; and conducting research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed. Typing, preparing, proofreading, and/or completing 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. Maintaining inventory of office supplies, forms, and equipment; ensuring adequate supplies to complete work assignments; initiating requests for replacement supplies; receiving and stocking incoming supply shipments; coordinating equipment maintenance and repair needs; and maintaining inventory records. Performing data entry functions by keying data into computer system; entering, retrieving, reviewing, or modifying data in computer database; scanning documents into computer; verifying accuracy of entered data and making corrections; indexing documents; and developing databases and computerized reports. Operating a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operating general office or other equipment as necessary to complete essential functions. Communicating 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. Performing other related duties as assigned. Minimum 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. Knowledge, Skill, Abilities/ Supplemental Information: 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
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 include: Coordinating and providing administrative support for an assigned department/division; processing a variety of documentation associated with department/division operations within designated timeframes, and per established procedures; working with and providing guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts; and maintaining confidentiality of departmental documentation and issues. Serving 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; distributing and receiving routine information; interacting with various officials and dignitaries involving sensitive client relations; conveying information among division/department personnel; and circulating documentation to appropriate departments. Serving as departmental human resources liaison; preparing new employee paperwork; processing documentation pertaining to personnel/payroll functions; reviewing timesheets for accuracy and research discrepancies; tracking accrued and used sick leave and vacation time; entering payroll data into computer for payment; preparing personnel change forms; and maintaining attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records. Providing secretarial/administrative support to management and/or staff of assigned department/division; relieving management staff of routine administrative tasks; screening telephone calls, mail, and other communications and initiating appropriate action/response; recording dictation; typing, composing, typing, editing, or proofreading correspondence on behalf of management staff; recording and/or transcribing correspondence, statements, minutes, or other information; and keeping management informed of significant matters, messages, documentation, or other information. Processing documentation pertaining to budget or general financial management; entering budget data into computer; assisting with budget preparation; providing budgetary input and assisting in forecasting revenues/expenditures; entering budget data into computer systems; reviewing monthly budget analysis reports; monitoring expenditures to ensure compliance with approved budget; processing budget transfers as needed; reconciling budget records with Finance Department; coordinating internal accounting activities; maintaining current balances for department 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 purchasing documents for accuracy; researching discrepancies; assigning proper accounting/budgetary codes; obtaining proper signatures; forwarding for payment; and maintaining files and records. 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 meeting minutes to appropriate individuals; maintaining official records. Receiving and sorting of 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. 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. Maintaining calendar/schedule of activities for the department/division; scheduling and confirming appointments, meetings, interviews, conferences, training activities, or other activities; updating calendar on a regular basis; notifying parties involved of changes; and coordinating travel arrangements, accommodations, conference registrations, or other travel-related plans for department management or other staff. Conducting records maintenance activities; preparing files, organizing documentation, and filing documents in designated order; retrieving/replacing files; scanning records into computer; shredding/destroying confidential or obsolete documents; and conducting records maintenance activities in compliance with guidelines governing record retention. Researching, compiling, and/or monitoring administrative or statistical data pertaining to department operations; summarizing data, performing routine data analysis, and preparing reports; and conducting research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed. Typing, preparing, proofreading, and/or completing 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. Maintaining inventory of office supplies, forms, and equipment; ensuring adequate supplies to complete work assignments; initiating requests for replacement supplies; receiving and stocking incoming supply shipments; coordinating equipment maintenance and repair needs; and maintaining inventory records. Performing data entry functions by keying data into computer system; entering, retrieving, reviewing, or modifying data in computer database; scanning documents into computer; verifying accuracy of entered data and making corrections; indexing documents; and developing databases and computerized reports. Operating a personal computer to enter, retrieve, review, or modify data, utilizing word processing, spreadsheet, database, presentation, Internet, e-mail, or other software; and operating general office or other equipment as necessary to complete essential functions. Communicating 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. Performing other related duties as assigned. Minimum 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. Knowledge, Skill, Abilities/ Supplemental Information: 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