Cobb County, GA
Administrator Coordinator
Cobb County, GA, Marietta, Georgia, United States, 30064
Salary:
$22.15 - $28.24 Hourly
Location :
Marietta, GA
Job Type:
Full-Time
Job Number:
03776
Department:
Department of Transportation (DOT)
Opening Date:
11/20/2024
Closing Date:
11/27/2024 11:59 PM Eastern
Grade Code:
107
Skills Testing Information:
This position requires the completion of an assigned skills test before the application can be considered. Mobile devices such as tablets and phones are not supported for the online testing. Please use a desktop or laptop computer (Windows, Linux, or Apple OS) to take the assigned test(s). In addition, Internet Explorer is no longer compatible with Microsoft and not a compatible browser for this online test. If you encounter any issues while completing the assessment, please email the testing technical support department at support@biddle.com or call (800) 999-0438 x127 Monday through Friday between the hours of 7am to 8pm PST.• If the posting closes on 11/26, the closing date for test genius should be 11/29/2024• Since this is your first skills testing, I recommend sending the test link to yourself by using the static link and completing the exams just to be sure everything works correctly.
Position Information
Position information
The purpose of this classification is to serve as the office manager for a large division within DOT and supervise the Customer Service Center staff. This position is a C-suite administrative support position requiring exceptional organizational, communication, and interpersonal skills, along with the ability to handle sensitive and high-level responsibilities with discretion and professionalism. As a direct report to the Deputy Director of Operations, the candidate should be proficient in office management software, a strong understanding of corporate operations, and the ability to manage multiple priorities in a fast-paced environment. Additionally, a high level of adaptability, problem-solving abilities, and the capacity to maintain confidentiality are critical for success in this roleThis position requires completion of a outlook, word and excel skills testing to move forward in the hiring process. The skills testing information and link will be sent via email prior to the closing date of this job announcement for applications received that successfully meet qualifications for this position. Skills testing must be completed by ***** Please note, failure to complete the assessment will disqualify you from consideration for this position.
Distinguishing Characteristics
While the essential functions are similar to those of an Administrative Specialist III, Administrative Coordinators are broadly responsible for all administrative support functions in a department. Their work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required.
Essential Functions
Leads and coordinates daily work activities of administrative support staff in the department: confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers, assists with complex/problem situations, and provides technical expertise; assists with training and instructing co-workers regarding operational procedures and proper use of equipment; assists with supervision of co-workers by reporting employee problems and providing input on disciplinary action and employee performance evaluations.
Serves 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 for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments.
Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enter payroll data into computer for payment; prepares personnel change forms; maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.
Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into the computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into the computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records prepares bank deposits; coordinates internal accounting activities; maintains current balances for accounts, and maintains departmental petty cash funds.
Processes purchasing documentation: reviews purchase requisitions and verify the availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders.; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; maintains files and records.
Receives and sorts incoming documentation and materials: sends/receives documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Performs customer service functions in person, by telephone, and by mail: provides information/assistance regarding department/division services, procedures, fees, or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees, fines, or services: records transactions, posts payments, and issues receipts; balances cash drawers; prepares revenues for deposit and forwards as appropriate.
Provides administrative support for boards, committees, or other meetings: prepares meeting agendas, packets, and related documentation; coordinates meeting rooms/facilities, equipment, and refreshments; notifies participants of scheduled meetings; submits public notices to newspapers, property owners, or others as required; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and transcribes meeting minutes; distribute meeting minutes to appropriate individuals; maintains official records.
Maintains department webpage, social media, and online enrollment; uploads pictures, schedules, brochures and other events and information; adds upcoming events to the calendar; posts news and announcements; enters and maintains information regarding classes and fees; processes registrations, memberships and rentals; runs reports and prints class lists; assists customers with creating user accounts and site navigation as needed.
Depending upon department, may supervise, direct, and evaluate assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.
Performs other related duties as assigned.
Minimum Qualifications
Associate's degree in secretarial science or office administration required; supplemented by five years of progressively responsible secretarial, office administration, customer service or similar field, (preferably in a municipal environment) or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Licenses and Certifications
May require possession and maintenance of valid State of Georgia Notary Public certification.Physical Abilities
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements
Some tasks require the ability to communicate orally.
Environmental Factors
Essential functions are regularly performed without exposure to adverse environmental conditions.
EEO Statement
Cobb County Government is proud to be an equal opportunity employer. We encourage applications from all qualified individuals, regardless of race, color, national origin, sex, religion, age, disability, or any other legally protected status.
Visit Cobb County's
Employee Benefits
page to learn more.
01
I understand that all answers to these supplemental questions must be verifiable in the 'Educational History' and 'Work History' sections of the application. Failure to provide sufficient information in these sections may result in my disqualification from the hiring process.
YesNo
02
I have read the Minimum Qualifications required for this position and understand I must demonstrate those qualifications on the application in order to be considered for this position. Furthermore, a failure to adequately demonstrate all qualifications may result in my removal from consideration. Lastly, I understand indicating "see resume" on the application and/or in a supplemental question response, may not be accepted in lieu of a completed application.
YesNo
03
Educational Background: Mark the highest level of education you have completed.
High School Diploma or GEDSome CollegeAssociate DegreeBachelor's DegreeAdvanced DegreeNone of the above
04
If you have a college degree, what was your major area of study? Enter N/A if this does not apply.
05
Are you legally eligible to work in the United States on an unlimited and unrestricted basis?
YesNo
06
How many years of experience do you have in secretarial, office administration or customer service?
No experienceLess than five years of experienceFive to seven years of experienceSeven to nine years of experienceMore than nine years of experience
07
Describe in full detail your experience in secretarial, office administration or customer service. Enter N/A if not applicable. "See resume" will not be accepted.
08
Do you have experience working in a municipal environment?
YesNo
09
Please indicate your proficiency level with Microsoft Excel.
No experienceBeginner (Can produce basic formulas like SUM, AVERAGE, and DATE functions)Intermediate (Can create worksheets involving extensive formatting and more complex formulas such as VLOOKUP and SUMIF)Advanced (Can link spreadsheets, create pivot tables, and create complex formulas such as multiple IF statements)
10
Describe in full detail your experience using Microsoft Excel. Enter N/A if not applicable. "See resume" will not be accepted.
11
Please indicate your proficiency level with Microsoft Word.
No experienceBeginner (Can check spelling and grammar, save a document as PDF, print envelopes and labels, can format margins, and page numbers/footers)Intermediate (Can add watermarks, create Word Art object, merge or split cells in a table)Advanced (Can use mail merge, create mailing labels, enable/accept revision tracking in a document, design and create a simple form)
12
Describe in full detail your experience using Microsoft Word. Enter N/A if not applicable. "See resume" will not be accepted.
13
This position requires completion of skills testing to move forward in the hiring process.
The skills testing information and link will be sent via email prior to the closing date of this job announcement for applications received that successfully meet qualifications for this position.
Please note, failure to complete the assessment will disqualify you from consideration for this position.
I agree to complete the skills testing.I do not agree to complete the skills testing.
14
If you receive a conditional offer of employment, you will be required to satisfactorily complete the following elements: a criminal background check and credit check. Please note that a criminal conviction may not disqualify you from consideration. Are you willing to accept these terms?
YesNo
Required Question
$22.15 - $28.24 Hourly
Location :
Marietta, GA
Job Type:
Full-Time
Job Number:
03776
Department:
Department of Transportation (DOT)
Opening Date:
11/20/2024
Closing Date:
11/27/2024 11:59 PM Eastern
Grade Code:
107
Skills Testing Information:
This position requires the completion of an assigned skills test before the application can be considered. Mobile devices such as tablets and phones are not supported for the online testing. Please use a desktop or laptop computer (Windows, Linux, or Apple OS) to take the assigned test(s). In addition, Internet Explorer is no longer compatible with Microsoft and not a compatible browser for this online test. If you encounter any issues while completing the assessment, please email the testing technical support department at support@biddle.com or call (800) 999-0438 x127 Monday through Friday between the hours of 7am to 8pm PST.• If the posting closes on 11/26, the closing date for test genius should be 11/29/2024• Since this is your first skills testing, I recommend sending the test link to yourself by using the static link and completing the exams just to be sure everything works correctly.
Position Information
Position information
The purpose of this classification is to serve as the office manager for a large division within DOT and supervise the Customer Service Center staff. This position is a C-suite administrative support position requiring exceptional organizational, communication, and interpersonal skills, along with the ability to handle sensitive and high-level responsibilities with discretion and professionalism. As a direct report to the Deputy Director of Operations, the candidate should be proficient in office management software, a strong understanding of corporate operations, and the ability to manage multiple priorities in a fast-paced environment. Additionally, a high level of adaptability, problem-solving abilities, and the capacity to maintain confidentiality are critical for success in this roleThis position requires completion of a outlook, word and excel skills testing to move forward in the hiring process. The skills testing information and link will be sent via email prior to the closing date of this job announcement for applications received that successfully meet qualifications for this position. Skills testing must be completed by ***** Please note, failure to complete the assessment will disqualify you from consideration for this position.
Distinguishing Characteristics
While the essential functions are similar to those of an Administrative Specialist III, Administrative Coordinators are broadly responsible for all administrative support functions in a department. Their work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required.
Essential Functions
Leads and coordinates daily work activities of administrative support staff in the department: confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers, assists with complex/problem situations, and provides technical expertise; assists with training and instructing co-workers regarding operational procedures and proper use of equipment; assists with supervision of co-workers by reporting employee problems and providing input on disciplinary action and employee performance evaluations.
Serves 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 for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; circulates documentation to appropriate departments.
Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enter payroll data into computer for payment; prepares personnel change forms; maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.
Processes documentation pertaining to budget or general financial management; reviews invoices for accuracy, matches with purchase orders; enters budget data into the computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into the computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records prepares bank deposits; coordinates internal accounting activities; maintains current balances for accounts, and maintains departmental petty cash funds.
Processes purchasing documentation: reviews purchase requisitions and verify the availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; obtains competitive price quotes; orders materials under blanket purchase orders.; reviews invoices, purchase orders, or other documents for accuracy; researches discrepancies, assigns proper accounting/budgetary codes, obtains proper signatures, and forwards for payment; maintains files and records.
Receives and sorts incoming documentation and materials: sends/receives documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Performs customer service functions in person, by telephone, and by mail: provides information/assistance regarding department/division services, procedures, fees, or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees, fines, or services: records transactions, posts payments, and issues receipts; balances cash drawers; prepares revenues for deposit and forwards as appropriate.
Provides administrative support for boards, committees, or other meetings: prepares meeting agendas, packets, and related documentation; coordinates meeting rooms/facilities, equipment, and refreshments; notifies participants of scheduled meetings; submits public notices to newspapers, property owners, or others as required; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and transcribes meeting minutes; distribute meeting minutes to appropriate individuals; maintains official records.
Maintains department webpage, social media, and online enrollment; uploads pictures, schedules, brochures and other events and information; adds upcoming events to the calendar; posts news and announcements; enters and maintains information regarding classes and fees; processes registrations, memberships and rentals; runs reports and prints class lists; assists customers with creating user accounts and site navigation as needed.
Depending upon department, may supervise, direct, and evaluate assigned staff, processing employee concerns and problems, directing work, counseling, disciplining, and completing employee performance appraisals.
Performs other related duties as assigned.
Minimum Qualifications
Associate's degree in secretarial science or office administration required; supplemented by five years of progressively responsible secretarial, office administration, customer service or similar field, (preferably in a municipal environment) or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
Licenses and Certifications
May require possession and maintenance of valid State of Georgia Notary Public certification.Physical Abilities
Tasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
Sensory Requirements
Some tasks require the ability to communicate orally.
Environmental Factors
Essential functions are regularly performed without exposure to adverse environmental conditions.
EEO Statement
Cobb County Government is proud to be an equal opportunity employer. We encourage applications from all qualified individuals, regardless of race, color, national origin, sex, religion, age, disability, or any other legally protected status.
Visit Cobb County's
Employee Benefits
page to learn more.
01
I understand that all answers to these supplemental questions must be verifiable in the 'Educational History' and 'Work History' sections of the application. Failure to provide sufficient information in these sections may result in my disqualification from the hiring process.
YesNo
02
I have read the Minimum Qualifications required for this position and understand I must demonstrate those qualifications on the application in order to be considered for this position. Furthermore, a failure to adequately demonstrate all qualifications may result in my removal from consideration. Lastly, I understand indicating "see resume" on the application and/or in a supplemental question response, may not be accepted in lieu of a completed application.
YesNo
03
Educational Background: Mark the highest level of education you have completed.
High School Diploma or GEDSome CollegeAssociate DegreeBachelor's DegreeAdvanced DegreeNone of the above
04
If you have a college degree, what was your major area of study? Enter N/A if this does not apply.
05
Are you legally eligible to work in the United States on an unlimited and unrestricted basis?
YesNo
06
How many years of experience do you have in secretarial, office administration or customer service?
No experienceLess than five years of experienceFive to seven years of experienceSeven to nine years of experienceMore than nine years of experience
07
Describe in full detail your experience in secretarial, office administration or customer service. Enter N/A if not applicable. "See resume" will not be accepted.
08
Do you have experience working in a municipal environment?
YesNo
09
Please indicate your proficiency level with Microsoft Excel.
No experienceBeginner (Can produce basic formulas like SUM, AVERAGE, and DATE functions)Intermediate (Can create worksheets involving extensive formatting and more complex formulas such as VLOOKUP and SUMIF)Advanced (Can link spreadsheets, create pivot tables, and create complex formulas such as multiple IF statements)
10
Describe in full detail your experience using Microsoft Excel. Enter N/A if not applicable. "See resume" will not be accepted.
11
Please indicate your proficiency level with Microsoft Word.
No experienceBeginner (Can check spelling and grammar, save a document as PDF, print envelopes and labels, can format margins, and page numbers/footers)Intermediate (Can add watermarks, create Word Art object, merge or split cells in a table)Advanced (Can use mail merge, create mailing labels, enable/accept revision tracking in a document, design and create a simple form)
12
Describe in full detail your experience using Microsoft Word. Enter N/A if not applicable. "See resume" will not be accepted.
13
This position requires completion of skills testing to move forward in the hiring process.
The skills testing information and link will be sent via email prior to the closing date of this job announcement for applications received that successfully meet qualifications for this position.
Please note, failure to complete the assessment will disqualify you from consideration for this position.
I agree to complete the skills testing.I do not agree to complete the skills testing.
14
If you receive a conditional offer of employment, you will be required to satisfactorily complete the following elements: a criminal background check and credit check. Please note that a criminal conviction may not disqualify you from consideration. Are you willing to accept these terms?
YesNo
Required Question