Administrative Specialist

Salary: $38,302.00 Annually Location : Cumming, GA Job Type: Full-time Job Number: 03204 Department: Building & Licensing - Permitting Opening Date: 10/31/2024 Closing Date: 11/30/2024 11:59 PM Eastern Position Information The purpose of this classification is to perform specialized administrative work, provide customer service, and process information/documentation relating to an assigned department/division. 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. 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 base radio. 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 taxes, penalties, fees, or services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues 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, 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. Coordinates calendar activities for the department; schedules appointments, meetings, hearings, inspections, or other activities; updates calendar on a regular basis and notifies parties involved of 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 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 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. Conducts research of department files, database records, hardcopy materials, Internet sites, or other sources as needed. Types, composes, prepares, or completes various forms, reports, correspondence, lists, charts, receipts, schedules, calendars, bid tabulations, purchase orders, contracts, warrants, court notices, case files, newsletters, flyers, worksheets, transmittal sheets, inventory records, inspection reports, business licenses, invoices, renewal notices, agendas, meeting minutes, legal advertisements, plats, work orders, applications, inmate account reports, cash balance reports, sales reports, account reports, press releases, advertisements, personnel forms, or other documents. Receives various forms, reports, correspondence, logs, lists, payments, meeting minutes, schedules, time sheets, leave requests, invoices, newspaper articles, bids, requests for proposal, requests for quotes, incident reports, accident reports, criminal background reports, driver history reports, court calendars, tag/title documents, tag renewal notices, emission inspection forms, refund requests, customer account records, meter readings, inventory records, inspection reports, engineering letters, permits, applications, absentee ballots, bank statements, sales tax forms, insurance forms, personnel forms, photographs, warrants, legal documents, plats, maps, street indexes, road inventory, valuation guides, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate. 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, attorneys, defendants, vendors, vehicle dealers, insurance agencies, financial institutions, candidates, voters, customers, 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. ADDITIONAL FUNCTIONS Performs notarization of documents as needed. 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 one (1) year previous experience and/or training involving office administration, customer service, bookkeeping, record/file 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 State of Georgia Notary Public certification. May require possession and maintenance of valid State of Georgia driver's license. Operation of Georgia Criminal Information Computer (GCIC) system requires possession of GCIC Terminal Operator certification. Duties involving handling of cash funds may require ability to be bonded. 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 - 6.16 hours per pay period 5 - 14 Years - 25 days per year - 7.70 hours per pay period 15Years - 30 days per year - 9.24 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