ADMINISTRATIVE COORDINATOR

NEWTON COUNTY, GEORGIA
Classification Specification

ADMINISTRATIVE COORDINATOR (0176)
FLSA: Non-Exempt

Purpose of Classification:

The purpose of this classification is to serve as the office manager and coordinate all administrative functions for an
assigned division or department. Incumbents in this classification have a broad knowledge and comprehension of
techniques, information, methods, and organizational procedures in their area of assignment.

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.

Leads and coordinates daily administrative activities for area of assignment and/or assigned co-workers: 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.

Performs customer service functions: provides information and assistance regarding department/division services,
procedures, fees, or other issues; responds to routine questions or complaints; researches and logs problems and
complaints; and dispatches department staff and/or initiates problem resolution.

Provides administrative support for management and/or staff of assigned department/division: relieves
management and staff of routine administrative tasks; screens telephone calls, mail, email, and other
communications; initiates appropriate action/response; and types, composes, edits, or proofreads various
documentation.

Coordinates records management activities: creates, processes and updates work orders; maintains file system of
various files/records; prepares files, organizes documentation, and files documents in designated order;
retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; responds
to open records requests; and conducts records maintenance activities in compliance with guidelines governing
record retention.

Newton County, Georgia Administrative Coordinator

Processes payments for various fees, fines, or services: receives monies; records transactions; posts payments; issues
receipts; balances cash; prepares revenues for deposit; and forwards as appropriate.

Maintains department calendar: schedules and confirms meetings, appointments, testing, interviews, or other
department activities; coordinates travel arrangements, accommodations, conference registrations, or related plans
for department staff; updates calendar on a regular basis; and notifies parties involved of changes.

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; forwards and/or
processes invoices for payment; monitors purchase card activity by reviewing and reconciling statements; and
maintains related files and records.

Participates in department budget and/or general financial management: assists with budget preparation; provides
budgetary input and assists in forecasting revenues/expenditures; enters budget data and department/division
revenues into computer; generates revenue reports; prepares and/or reviews monthly budget analysis reports;
monitors expenditures to ensure compliance with approved budget; and maintains departmental petty cash funds.

Assists with personnel and human resources processes and documentation: prepares and processes payroll; reviews
timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enters
payroll data into computer; prepares new employee documentation and personnel change forms; maintains
attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and
related personnel records.

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; distributes meeting minutes to appropriate individuals; and maintains official records.

Processes a variety of documentation associated with department/division operations, within designated
timeframes and per established procedures: prepares, completes, receives, reviews, processes, forwards or retains,
as appropriate, various forms, reports, correspondence, complaint cards, time sheets, invoices, purchase orders,
contracts, permit applications, plats, budget and financial reports and documentation, project worksheets, hazard
mitigation plans and other documentation; compiles data for further processing or for use in preparation of
department reports; and maintains computerized and/or hardcopy records.

Operates a personal computer to enter, retrieve, review or modify data, utilizing word processing, spreadsheet,
database, presentation, Internet, e-mail, or other software; and operates general office or other equipment as
necessary to complete essential functions.

Communicates with supervisor, other County employees, vendors, the public, law enforcement, veterinary staff,
medical staff, outside agencies, and other individuals as needed to coordinate work activities, review status of work,
exchange information, or resolve problems.

third party service contractors,

Additional Functions:

Performs other related duties as required.

Newton County, Georgia Administrative Coordinator

Minimum Qualifications:

Associate degree in Administrative Support or a field related to area of assignment is required; supplemented by
three years of experience in office administration, customer service, or administrative support or experience in area
of assignment; or any equivalent combination of education, training, and experience which provides the requisite
knowledge, skills, and abilities for this job.

Specific License or Certification Required: Must possess and maintain a valid Georgia driver’s license.

Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential
functions and learn, comprehend, and apply all County or departmental policies, practices, and procedures necessary
to function effectively in the position.

Performance Aptitudes:

Data Utilization: Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising
discretion in determining data classification, and in referencing such analysis to established standards for the purpose
of recognizing actual or probable interactive effects and relationships.

Human Interaction: Requires the ability to act as lead person or crew leader, providing guidance to a work unit,
coordinating activities, and reviewing work of the unit.

Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control
the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and
information.

Mathematical Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability
to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.

Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and
leadership, and to exercise independent judgment to apply facts and principles for developing approaches and
techniques to resolve problems.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving
the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly
measurable or verifiable.

ADA Compliance:

Physical Ability: 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 perceive and discriminate colors or shades of colors, 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.

Newton County, Georgia Administrative Coordinator

Newton County is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County
will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective
and current employees to discuss potential accommodations with the employer.