The purpose of this classification is to provide specialized administrative support for department or large division. Incumbents in this classification provide specialized administrative support that requires a knowledge of departmental operations and procedures.

• Serves as liaison between the assigned department and other departments/divisions, staff members, Consolidated Government officials, the public, community leaders, outside agencies, or other individuals or organizations. Distributes and receives routine information, interacts with various officials and dignitaries involving sensitive client relations, conveys information among division/department personnel, and circulates documentation to appropriate departments.
• Provides administrative/secretarial support for management and/or staff of assigned department/division (Fire Prevention, Training Division, and Vehicle Maintenance Shop): relieves management staff of routine administrative tasks: screens telephone calls, mail, email, 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, or other activities.
• Processes documentation pertaining to EMS, Fire Prevention and Vehicle Maintenance Shop budgets or general financial management: reviews invoices for accuracy and 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. Processes EMS billing.
• Processes purchasing documentation for Vehicle Maintenance shop: 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; delivers incoming faxes or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; processes outgoing mail; signs for incoming packages and delivers to appropriate personnel; and 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.
• 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.
• Perform other duties of a similar nature or level.

Required minimum qualifications

Education: High school diploma or GED. {Please note: Upon job offer, you will be required to provide proof of education. Be sure to have the appropriate documents readily available.}

Experience: Three (3) years of clerical, administrative support, secretarial, customer service, and or record management experience and/or training

Knowledge/Skills/Abilities:

• Basic office principles.
• Customer service principles.
• Ability to learn department specific policies and procedures.
• Performing basic office support.
• Providing customer service.
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the public, etc. sufficient to exchange or convey information and to receive work direction.

Licensing/Certification:

• Possession of a valid driver’s license with good driving history. If State license is other than Georgia or South Carolina, applicant must obtain a license in Georgia or South Carolina within 30 days of employment.
• May require possession and maintenance of valid State of Georgia Notary Public certification.

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: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Math: 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 rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.
• Physical Abilities: 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.

DISCLAIMER

The preceding job description has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees to this job.