ADMINISTRATIVE SPECIALIST

NEWTON COUNTY, GEORGIA
Classification Specification

ADMINISTRATIVE SPECIALIST (0141)

FLSA: Non-Exempt

Purpose of Classification:

The purpose of this classification is to provide specialized administrative support for an assigned work unit, division
or department. Incumbents in this classification perform work of a specialized nature which requires knowledge of
departmental operations.

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.

Provides administrative support for an assigned work unit, division or department: relieves staff of routine
administrative tasks; screens telephone calls, mail, email, and other communications and initiates appropriate
action/response; types, composes, edits, or proofreads various documentation; and maintains calendars and
schedules meetings, appointments, or other activities.

Serves as liaison between assigned department/division and other departments/divisions, staff members, County
officials, the public, community leaders, outside agencies, or other individuals or organizations: distributes and
receives routine information; conveys information among division/department personnel; and circulates
documentation to appropriate departments.

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, posts payments, and issues receipts; balances cash drawers; prepares revenues for
deposit; and forwards as appropriate.

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; and administers work order program and opens/closes work
order requests

Serves as departmental human resources liaison: prepares new employee paperwork; processes documentation

Newton County, Georgia Administrative Specialist

pertaining to personnel/payroll functions; reviews timesheets for accuracy and researches discrepancies; tracks
accrued and used sick leave and vacation time; enters payroll data computer systems; prepares personnel change
forms; and maintains attendance records, confidential personnel/payroll files, employee rosters, certifications,
background checks, and related records.

Processes documentation pertaining to budget or general financial management: reviews invoices for accuracy,
matches with purchase orders; enters budget data into computer; assists with budget preparation; enters daily
revenue into computer and generates revenue reports; monitors expenditures to ensure compliance with approved
budget; reconciles payable records with Finance Department records; prepares deposits; and maintains
departmental petty cash funds.

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; and maintains files and records.

Receives and sorts incoming documentation and materials: sends/receives documentation; distributes/delivers
incoming faxes, 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; and
copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

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; and 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; and develops databases and computerized reports.

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, County officials, other County employees, the public, and other individuals as needed
to coordinate work activities, review status of work, exchange information, or resolve problems.

Additional Functions:

Performs other related duties as required.

Minimum Qualifications:

High school diploma or GED required; supplemented by two years of experience in administrative or clerical support
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: None.

© Archer Company

Newton County, Georgia Administrative Specialist

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 provide guidance, assistance, and/or interpretation to others regarding
the application of procedures and standards to specific situations.

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 and descriptive 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 carry out instructions furnished in written, oral, or diagrammatic form.
Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.

Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving a
variety of generally pre-defined duties which are often characterized by frequent change.

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 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.

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.

© Archer Company