Administrative Specialist III - Permits Unit presso Cobb County Government, GA

About the Department

This Administrative Specialist III position is located in the Regulatory Services and Permits Unit of the Cobb County Police Department. The position involves conducting background investigations on business license applications received from the Cobb County Business License office, running criminal histories through NCIC/GCIC on business license applicants as well as permit applicants from both in person and online sources, using on-line search engines to locate information on business license applicants necessary to process their applications, operating a cash register, serving the public daily, maintaining unit databases, dealing with wanted individuals by notifying law enforcement, advising the public of their permit denials when applicable, supporting the unit's law enforcement personnel, operating computer hardware and software to generate permits for employees handling alcohol, health spa employees, pawn shop/precious metals employees, door-to-door solicitors, and issuing access identification cards to all DPS personnel.

The position will also provide clerical support by preparing, generating, and/or editing police records, processing department forms and documents, entering data into program databases, and assisting the general public, law enforcement officials, and other interested parties with police permits-related issues.  The position requires NCIC/GCIC operator certification within the first week of employment. The hours for this position are 7 to 5 weekdays, with rotating off days, excluding weekends, holidays, and inclement weather.

This position requires completion and passing of a Microsoft Word skills testing to move forward in the hiring process. The skills testing information and link will be sent via email after the closing date of this job announcement for applications received that successfully meet qualifications for this position. Please note, failure to complete the assessment will disqualify you from consideration for this position. Skills testing must be completed within three business days. 

The purpose of this classification is to provide administrative and secretarial functions to a large division or department in support of departmental operations.

Distinguishing Characteristics

While the essential functions are similar to those of an Administrative Specialist II, but there is more emphasis on a higher degree of interaction with various officials, and wherein client relations are more sensitive and considered critical to the division or department; Work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required.

Position Duties

Coordinates and provides administrative/clerical support for an assigned department/division: processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts; and maintains confidentiality of departmental documentation and issues.

Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities; coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.

Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.

Maintains calendar/schedule of activities for the assigned manager and department/division; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes.

Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.

Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.

Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, 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; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.

Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records.

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; maintains files and records.

Performs other related duties as assigned.

Minimum Qualifications

High School diploma or GED required, Associate's degree in secretarial science or office administration preferred; supplemented by three years of responsible experience in secretarial, office administration, customer service or similar field (preferably in a municipal environment).

Minimum Qualifications

May require possession and maintenance of valid State of Georgia Notary Public certification.

Other Qualifications

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 communicate orally.

Environmental Factors

Essential functions are regularly performed without exposure to adverse environmental conditions.

EEO Statement

Cobb County Government is proud to be an equal opportunity employer. We encourage applications from all qualified individuals, regardless of race, color, national origin, sex, religion, age, disability, or any other legally protected status.

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