Administrative Specialist bei City of Gainesville, GA, GA

About the Department

Performs a wide variety of complex administrative duties to provide support to the department and serves as an integral member to ensure the smooth operation of day-to-day functionality. Clear communication, strong organizational skills, and professionalism are key attributes for this role.
 

Position Duties

Depending on the department, Administrative Specialist may not perform all duties detailed below and may only be subject to certain responsibilities applicable to the position.
 
Professionally handle routine correspondence with the public via phone, mail and in person by supplying prompt and accurate information. Internally, serve as the point of contact for other City departments by responding to requests, reporting inquiries, and direction as necessary.
 
Prepare and maintain employee records including leave requests, payroll preparation, job injury reports, memorandums and other required personnel records and forms.   
Oversee record retention and destruction while also maintaining functions as it relates to office supplies, purchasing, tracking fixed assets, and data entry. Will also assume other routine projects to assist managers.
 
Assist in budget preparation by working through complex computer spreadsheets, logging and tracking expenditures to assist in developing future budget needs, initiating budget transfers, and other financial analysis necessary.

Examines invoices, determines if material is received and priced correctly, checks discounts and extensions; routes and processes invoices for payment; and checks coding of invoices in order to insure expenses are coded in accordance to City accounting system.
 
Maintains various software databases utilized by departments.
 
Prepares and submits documentation for accidents and work place injuries to Risk Management.
 
Balances petty cash account at regular intervals; Prepares petty cash and other requests for disbursements of funds.
 
Assumes special projects to relieve department managers of administrative detail; monitors projects to completion to ensure accuracy and fulfillment. 
 
Coordinates open records requests that are submitted to the City by working with the applicable City department(s), preparing a response to the requestor, compiling requested records and, if applicable, redacting information.  All processing of records requests must be in compliance with the Georgia Open Records Act. (Only applies to records management in City Manager’s Office).
 
Performs other related duties as required.

Minimum Qualifications

Education and Experience:
 
High School Diploma or G.E.D. 
 
Three years office administration experience.
 
Any equivalent combination of education and experience which provides the minimum level of qualifications stated above.
 
Licenses and Certifications:
 
Valid Class C Driver’s License and satisfactory MVR.
 
Knowledge, Skills and Abilities:
 
Knowledge of accounting principles practices, methods, and procedures.
 
Knowledge of departmental accounting systems and procedures.
 
Knowledge of word processing and computer skills in the ability to retrieve data, prepare spreadsheets and maintain a database.
 
Skill in composing and typing correspondence and reports with speed and accuracy.
 
Skill in maintaining administrative, fiscal and general records and in preparing reports and answering questions from records.
 
Ability to maintain effective relationships with other employees and the public and in performing public relation functions courteously and tactfully.
 
Ability to make routine decisions in accordance with ordinances, regulations and established policies and procedures.
 
Ability to perform mathematical calculations.
 
Ability to learn specialized software programs as directed; 
 
Ability to deal courteously and diplomatically with the public and be tactful with customers.
 
Ability to communicate clearly and effectively, both orally and in writing.

Other Qualifications

This class specification should not be interpreted as all inclusive.  It is intended to identify the major responsibilities and requirements of this job.  The incumbents may be required to perform job-related responsibilities and tasks other than those stated in this specification.