Part-Time Administrative Specialist II

Salary: $17.95 - $22.88 Hourly Location : Marietta, GA Job Type: Part-Time Job Number: 03826 Department: Sustainability, Waste and Beautification Opening Date: 12/13/2024 Closing Date: 12/20/2024 11:59 PM Eastern Grade Code: 102P Position Information The purpose of this classification is to provide specialized administrative support for the Cobb County Sustainability, Waste and Beautification department. This position is broadly responsible for all administrative support functions in a division of a department; Work often requires knowledge of departmental operations and procedures. Essential Functions 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. Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive 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. Types, prepares, proofreads, and/or completes 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, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents. 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 purchasing documentation: reviews purchase requisitions and verifies 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. 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. Maintains calendar/schedule of activities for the assigned manager and department/division; schedules and confirms appointments, meetings, interviews, conferences, training activities, 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 executives or other staff. Processes a variety of documentation associated with department 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; files, maintains, and stores hardcopy records. Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; indexes documents; develops databases and computerized reports. Processes applications for department services, such as licenses, facility usage, program enrollment, employment, or other purposes; distributes application forms and provides information; accepts fees/deposits and processes completed applications; issues permits as appropriate; administers work order program and opens/closes work order requests. Maintains file system of various files/records for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention. Performs other related duties as assigned. Minimum Qualifications High School diploma or GED required: supplemented by two years of clerical, administrative support, secretarial, customer service, record management experience and/or training. Preferred Qualifications Five years of clerical, administrative support, customer service, record management experience and/or training 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 work station. Sensory Requirements Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. 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. Benefits for part-time employees are marked. 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. Yes No 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. Yes No 03 Are you legally eligible to work in the United States on an unlimited and unrestricted basis? Yes No 04 Educational Background: Mark the highest level of education you have completed. High School Diploma or GED Some College Associate Degree Bachelor's Degree Advanced Degree None of the above 05 If you have a college degree, what was your major area of study? Enter N/A if this does not apply. 06 How many years of clerical or customer service experience and/or training do you have? No experience Less than two years of experience Two to five years of experience Five to eight years of experience Eight or more years of experience 07 Please describe your training or experience in a clerical or customer service role. Enter N/A if not applicable. 'See Resume' will not be accepted. 08 How many years of administrative/secretarial support for executive management do you have? No experience Less than two years of experience Two to five years of experience Five to eight years of experience Eight or more years of experience 09 Please describe your experience in administrative/secretarial support for executive level management. Enter 'N/A' if not applicable. 'See Resume' will not be acceptable. 10 Select any of the following administrative duties in which you have two or more years of experience. Select all that apply. Creating and proofreading forms Maintaining executive calendars and scheduling Coordinating travel arrangements Performing data entry functions Creating and/or processing purchasing documentation Maintaining file system of various documentations/records Working with a public or government agency No experience 11 Please give details of any experience selected above. Enter 'N/A' if not applicable. 'See resume' will not be accepted. 12 If you receive a conditional offer of employment, you will be required to satisfactorily complete the following elements: a criminal background check. Please note that a criminal conviction may not disqualify you from consideration. Are you willing to accept these terms? Yes No Required Question