Administrative Specialist

Description

The Dougherty County EMS Department is hiring for an Administrative Specialist. The purpose of this position is to provide administrative and complex clerical support to the assigned department. Responsibilities involves assisting department management with general reception, preparing reports, correspondence, and other materials; entering and retrieving information from department databases; maintaining automated and manual files; and assisting callers, customers, and/or visitors

This class works independently, under limited supervision, reporting major activities through periodic meetings.

Essential Tasks

• Prepares varied and complex department documents, records, reports, and forms requiring knowledge of programs, policies and procedures. Initiates reports and documents based upon knowledge of department operations, reporting requirements, and established deadlines. Researches, compiles, consolidates, and/or tabulates information; incorporates information into requested reports and other prepared materials; proofreads for accuracy and completeness; and distributes upon approval.
• Maintains assigned inventories; prepares, reviews, and processes purchasing documents; prepares purchase orders for needed materials, equipment, and supplies; receives and distributes incoming supply shipments; reviews and codes invoices; and forwards for payment.
• Serves as liaison between department management and customers and section staff/employees; responds to questions regarding department activities and services; explains policies, procedures and operations; and follows up to obtain additional information.
• Maintains calendar for department management; schedules meetings and appointments; makes necessary travel arrangements; prepares and distributes agendas; and obtains requested audio-visual equipment.
• Enters information into department programs and databases; updates database information; creates new spreadsheets/files; and purges old data as appropriate. Researches information from databases and incorporates into reports, summaries, and other assignments.
• Maintains department/program references such as vendor lists, Code books, training manuals, standard operating procedures; mailing lists.
• Verifies, audits, and prepares bi-weekly payroll; maintains payroll records; reviews employee timesheets; resolves timesheet discrepancies.
• Answers department telephones; provides assistance, requested documents and information; refers callers to other staff members as appropriate; and takes messages. Receives, dates, and distributes incoming mail. Prepares outgoing mail.
• Prepares folders; maintains files of department correspondence, program records, legal documents, etc.; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files.
• Performs related work as assigned.

Minimum Qualification

• High School Diploma or GED equivalent.
• Four (4) years of administrative support experience or an equivalent combination of education, training and experience.

Supplemental Information

Physical Demands: Physical demands refer to the requirements for physical exertion and coordination of limb and body movement.

• Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

Unavoidable Hazards (Work Environment): Unavoidable hazards refer to the job conditions that may lead to injury or health hazards even though precautions have been taken.

• None

Special Certifications And Licenses:

• May require GCIC certification.
• May require Notary Public certification.

REQUIRED AT INTERVIEW: VALID DRIVER'S LICENSE, THREE (3) YEAR MVR DRIVING HISTORY, HIGH SCHOOL DIPLOMA OR EQUIVALENT, CURRENT LEVEL OF TRAINING LICENSE, STATE CERTIFICATION, CURRENT CPR CARD, CURRENT ACLS, AND ANY OTHER RELATED CERTIFICATE(S) AND/OR DOCUMENT(S). RESUMES ARE RECOMMENDED AS PART OF YOUR APPLICATION BUT WILL NOT BE ACCEPTED IN LIEU OF A COMPLETED APPLICATION.

Americans With Disabilities Act Compliance: Dougherty County is an Equal Opportunity Employer. ADA requires the County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

Standard Clauses: May be required to work nights, weekends and holidays to meet the business needs of the County. This job description is not designed to cover or contain a comprehensive listing of essential functions and responsibilities that are required of an employee for this job. Other duties, responsibilities, and activities may change or be assigned at any time with or without notice.

Essential Safety Functions: It is the responsibility of each employee to comply with established policies, procedures and safe work practices. Each employee must follow safety training and instructions provided by their supervisor. Each employee must also properly wear and maintain all personal protective equipment required for their job. Finally, each employee must immediately report any unsafe work practices or unsafe conditions as well as any on-the-job injury or illnesses.

Supplemental Information:

Application Deadline: Beginning Friday, April 4, 2025 through Friday, April 18, 2025.

SUCCESSFUL APPLICANTS FOR EMPLOYMENT MUST PASS A DRUG AND/OR ALCOHOL SCREENING AND PASS BACKGROUND INVESTIGATION.

DOUGHERTY COUNTY HAS A NO SMOKING IN THE WORKPLACE POLICY IN COMPLIANCE WITH THE GEORGIA SMOKE FREE AIR ACT OF 2005.

DOUGHERTY COUNTY PROVIDES REASONABLE ACCOMMODATIONS IN COMPLIANCE WITH THE AMERICANS WITH DISABILITIES ACT.

E Q U A L O P P O R T U N I T Y E M P L O Y E R