Administrative Specialist, Senior

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 Sheriffs Office.

The hours will be Mon.-Fri., 8:30-5. Individual will report to the Sheriff’s Office Judicial Operations Division, Ordinance/Permits and Civil Units.

 Duties will include:

-Entering and maintaining all false alarms information in the Sheriff’s Office electronic system and sending certified letters to homeowners/businesses regarding the false alarms.

-Assisting deputies and management with alcohol licensing and other administrative duties.

-Working at the front window of the Ordinance and Permits suite to assist citizens requesting background checks, permits and any other items performed within the office.

-Any and all administrative duties performed by the Ordinance/Permits and Civil units.

ESSENTIAL FUNCTIONS

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, 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 money 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 the 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 research discrepancies; forwards invoices for payment.

Maintains petty cash fund for the 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 mav 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.

Assignment to Sheriff's Office Ordinances/Permits Unit may include the following additional duties:

Entering and maintaining all false alarms information in Sheriff’s Office electronic system; sending certified letters to homeowners/businesses regarding the false alarms.

Assists deputies and management with alcohol licensing.

Assignment to Sheriff’s Office Fleet/Supplv Unit mav include the following additional duties:

Maintains computerized inventory records; enters received inventory, unpacks and stocks shelves with received inventory.

Receives requisitions; enters into system; orders supplies; delivers supplies; files paperwork.

Assigns badge numbers and radio serial numbers to new hires; meets with new hires to issue all equipment/uniforms; forwards paperwork to accounting to assign cost to the correct unit the new hire is assigned to.

Ensure that when employees are transferred, promoted, demoted or are going to the academy, their equipment/uniforms are returned and/or updated for their assignment.

Ensure all equipment/uniforms are returned when an employee separates from the Sheriff’s Office. Issues citation books to deputies.

Assignment to Sheriff's Office Administrative Support Unit mav include the following:

Maintains and prepares jail daily court lists (Superior, State, Juvenile and Magistrate).

Review files completed as release or bond-outs for completeness and accuracy (names, DOB, charges, SSN, etc).

Update inmate files for court notes; additional court appearances; redact or notate in RMS all pertinent court notes including but not limited to additional appearances, accountability court rejection or admission and other issues pertinent to the case.

Review and update (Inmates at other facilities with Forsyth County Holds) X-out and (Forsyth County inmates housed at other facilities) T-out files (accuracy and current housed-out locations); generate GBI and other necessary monthly reports. Send and receive pertinent e-mails in reference to court list, cancellations and add-ons.

Reconcile monthly GBI report(s). Extensive file review and auditing functions as needed. Cross-training with the transport unit to cover duties for unforeseen emergencies, vacations, absences and routine days off.

Contacts Department of Corrections to verify receipt of sentences.

Review files for correct data entry, SSN, names (including middle names), suffix, DOB, gender, race.

Verify SID#'s, FBI#'s and charges are correct in RMS.

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 cash funds may require the 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.

Salary : $42,731