Administrative Specialist, Senior

The purpose of this classification is to perform specialized/complex administrative/clerical work and to process information/documentation relating to an assigned department/division. 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.

Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures; 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 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; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via radio or pager.

Performs customer service functions; provides information/assistance regarding department/division services, activities, locations, procedures, timeframes, documentation, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; 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 on a regular basis and notifies parties involved of changes.

Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff.

Monitors inventory of department/division supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders.

Processes invoices and vouchers for payment; matches invoices with backup 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 assigned area; assists in preparing budget documents; assists in monitoring expenditures to ensure compliance with approved budget; identifies potential over-expenditures and brings to attention of management; works with finance division to reconcile discrepancies or coordinate budget transfers; balances charge card statements; balances checkbooks; prepares bank deposits.

Maintains petty cash fund for area of assignment; disburses funds for expenditures as appropriate; ensures proper receipts/documentation of expenditures; balances fund and requests reimbursements as needed.

Processes payroll documentation; generates and distributes timesheets; reviews completed timesheets or time cards for accuracy and completeness; calculates hours work, verifies calculations, and researches discrepancies; enters payroll data into computer; forwards payroll documents for payment; maintains records of attendance, overtime, or leave time; distributes paychecks.

Processes human resources documentation; coordinates completion of new hire forms by new employees; submits completed documentation to human resources department; maintains department personnel files; coordinates meetings and/or distribution of information regarding employee benefits.

Assists in planning and preparing for various meetings, which may include scheduling meeting facilities and equipment, preparing agendas and meeting packets, mailing meeting notices, coordinating food/beverages, recording/transcribing meeting minutes, distributing documentation, maintaining records, or other tasks as necessary.

Writes work orders to report problems or request repair/service; identifies priorities and forwards work orders to appropriate service personnel; notifies management of emergency situations; enters work order data into computer; monitors status of open work orders; maintains files of closed work orders.

Conducts research of department files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed.

Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, budget documents, grant reports, statistical reports, time sheets, service requests, legal documents, case files, victim compensation claims, petitions, motions, subpoenas, warrants, indictments, accusations, orders, arraignment notices, bond forfeitures, interviews, case summaries, brochures, or other documents.

Receives various forms, reports, correspondence, logs, lists, schedules, calendars, payments, bank statements, invoices, vouchers, budget reports, time sheets, applications, citations, incident reports, accident reports, psychological evaluations, victim impact statements, case documentation, court documents, legal documents, complaints, construction plans, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, bookkeeping, case management, presentation, desktop publishing, calendar, Internet, e-mail, or other programs.

Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.

Performs general clerical tasks, which may include making copies, sending/receiving faxes, updating department documentation, sorting/distributing incoming mail, or processing outgoing mail.

Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.

Communicates with supervisor, employees, other departments, County officials, court personnel, attorneys, and defendants, vendors, financial institutions, the public, state/federal agencies, outside agencies, the media, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.

Maintains confidentiality of departmental documentation and issues.

Assignment to Juvenile Court may include the following additional duties:

Provides assistance to Judge and Court Administrator; transcribes dictation, composes legal documentation, and files legal documents with the court. Assignments to Juvenile Court may include a variety of administrative and support duties. These responsibilities involve communicating with attorneys regarding case assignments and substitutions of counsel and completing the necessary orders for appointments or substitutions.

Staff are also expected to create and manage JDO cases within the case management system and distribute case files to appointed counsel in a timely and organized manner.

Tracking and recording appointed counsels daily work hours is essential for billing and compliance.

Coordination of interpreter services for cases requiring language support is also required, including processing cancellations when services are no longer needed.

Additional tasks include compiling and submitting paperwork to the Department of Behavioral Health and Developmental Disabilities (DBHDD) for client evaluations and distributing completed evaluations to the Judicial Services Specialist (JSS).

Administrative and operational support must be provided to the JSS as needed.

Staff may also be called upon to perform other related duties in support of the Court.

ADDITIONAL FUNCTIONS Performs general tasks, which may include 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. High school diploma or GED; supplemented by college level course work or vocational training in business administration, bookkeeping, office administration, and personal computer operations; supplemented by one (1) year previous experience and/or training involving office administration, customer service, bookkeeping, record management, personal computer operations, and experience in specific area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. May require possession and maintenance of valid Legal Assistant or Paralegal Certification. May require possession and maintenance of valid State of Georgia Notary Public certification. May require possession and maintenance of valid State of Georgia drivers license. Operation of Georgia Criminal Information Computer (GCIC) system requires possession of GCIC Terminal Operator certification. Operation of National Criminal Information Computer (NCIC) system requires possession of NCIC Terminal Operator certification. Typing speed of 30 words per minute required. #J-18808-Ljbffr