Administrative Specialist (Fire and Emergency Services Dept.)
Company: Cobb County Government Position: Administrative Specialist II (Fire and Emergency Services Dept.) Location: Marietta, GA Salary: $14.62 - $23.40 per hour Posted: 08/01/18 End Date: 08/08/18 Job Description: This position serves as administrative support to the CCFES Deputy Fire Chief. 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; circulates documentation to appropriate departments.
Serves as departmental human resources liaison; prepares new employee paperwork; processes documentation pertaining to personnel/payroll functions; reviews time sheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data into computer for payment; prepares personnel change forms; maintains attendance records, confidential personnel/payroll files, employee rosters, certifications, background checks, and related records.
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.
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; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records prepares bank deposits; coordinates internal accounting activities;maintains current balances for accounts; 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; maintains files and records.
Receives and sorts incoming documentation and materials: sends/receives 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.
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 a variety of documentation associated with department operations within designated time frames 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 datafor further processing or for use in preparation of department reports; files, maintains, and stores hard copy 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; develops databases and computerized reports.
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; administers work order program and opens/closes work order requests. Performs other related duties as assigned.
Interested candidates may apply online at www.cobbcounty.org computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to