Administrative Specialist, Senior - Cumming, United States - Forsyth County, GA

Description

Salary: $41,486.00 Annually

Location : Cumming, GA

Job Type: Full-time

Job Number: 03073

Department: Sheriff's Office-Courts Services

Opening Date: 05/03/2024

Closing Date: 6/3/2024 11:59 PM Eastern

Position Information

The purpose of this classification is to perform specialized/complex administrative/clerical work and to process information/documentation relating to an assigned unit in the Sheriff's Office.

Job Summary

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.

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, or other activities; updates calendar on a regular basis and notifies parties involved in changes.

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.

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.

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, 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, defendants, vendors, financial institutions, the public, state/federal agencies, outside agencies, 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 Sheriff's Office Civil Unit may include the following additional duties:

Assists in planning and preparing for various meetings, which may include scheduling meeting facilities and equipment, preparing agendas and meeting packets, mailing meeting notices, distributing documentation, maintaining records, scheduling evictions and property pickups, or other tasks as necessary.

Prepares activity sheets for civil papers; enters civil papers and type of service into computer; mails service sheets to attorneys.

Processes subpoenas for County courts and other jurisdictions; compiles necessary documentation from other divisions to complete case files for courts.

Enters and receives civil papers from other counties; processes temporary restraining orders; processes subpoenas for Sheriff's Office and civilians.

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.

Minimum Qualifications

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, 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 State of Georgia Notary Public certification. Duties involving handling of cash funds may require ability to be bonded. Will be required to pass a background investigation and obtain and maintain a GCIC/NCIC certification. Must possess and maintain a valid State of Georgia driver's license.

Typing speed of 30 words per minute required.

BENEFITS PROVIDED BY FORSYTH COUNTY TO FULL-TIME EMPLOYEES:

Personal Leave Accrual

Personal leave shall be accrued as follows:

0 - 4 Years - 20 days per year hours per pay period
Years - 25 days per year hours per pay period
15+Years - 30 days per year hours per pay period

Observed Holidays

New Year's Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving (2), and Christmas (2).

Medical Insurance
The Forsyth County Board of Commissioners offers employees a choice of two medical plans offered by Aetna and a plan offered by Kaiser Permanente.

• Aetna Choice POS II - $2000 Individual Deductible (Basic Plan)
• Aetna Choice POS II - $1000 Individual Deductible (Plus Plan)
• Kaiser Permanente HMO- $0 Individual Deductible

Dental Insurance
The Forsyth County Board of Commissioners offers two dental plans from Delta Dental:

• Base $1,000 Plan
• Buy-Up $1,500 Plan

Vision Insurance
The vision plan offered by Forsyth County Board of Commissioners is administered by Aetna and will offer office visit copays for exams, as well as copays for lenses, frames, and contacts.

Basic Life & AD&D Insurance
The Forsyth County Board of Commissioners recognizes the importance of basic life insurance for all of its employees. The Board provides term life insurance and accidental death and dismemberment (AD&D) protection for each full-time employee. This is a County-paid benefit.

Disability Insurance - Short Term and Long Term
100% paid by Forsyth County. Eligibility begins date of hire.

Short Term Disability - 60% of weekly earnings to a maximum of $1,000.00 a week. Eligibility begins 14 days after an accident or sickness and has a benefit period of 24 weeks.

Long Term Disability - 60% of monthly earnings to a maximum of $5,000.00 a month. Eligibility begins at 26 weeks to coordinate with the end of Short Term benefits and continues 24 months (Own Occupation).

Additional Life Insurance and AD&D
Rates vary based on amount of coverage selected. Additional life insurance may be purchased for employee, spouse, and children.

Retirement Plan (401K)

Fully vested at five years of employment - 20% graduated vesting annually. Eligible to begin contributions immediately upon hire.

Six Months through One Year of County Service
Forsyth County matches your contributions, dollar for dollar, up to 5% of your pay. That's a 100% return on the first 5% of pay you save.

Years One through Five
Forsyth County "seeds" your account with 5% of your pay each year, and matches 100% of what you contribute, up to 5% of your pay.

Years 5 through 10
The County continues its automatic "seed" contribution of 5% of pay, matches up to the first 5% of pay that you contribute, then adds a 50% match up to the next 5%.

After 10 Years of Service
You continue to receive a 100% County match on the first 5% of pay you contribute, and 50% on the next 5% of pay you save. But now, the automatic contribution the County makes to "seed" your account each year increases to 7.5% of your pay.

01

Do you have a high school diploma or a G.E.D?

• Yes
• No

02

Do you have a valid driver's license?

• Yes
• No

03

Can you type at least 30 words per minute?

• Yes
• No

Required Question