POSITION: ADMINISTRATIVE ASSISTANT
DEPARTMENT: GENERAL SERVICES
Purpose of Classification:
The purpose of this classification is to provide clerical and specialized administrative support for the general services department.
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.
Performs customer service functions in person, by telephone, and by mail: provides information/assistance regarding department services, procedures, fees, or other issues; responds to routine questions or complaints; and researches problems and complaints and initiates problem resolution.
Provides clerical and administrative support for management and/or staff of assigned department: relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; types, composes, edits, or proofreads various documentation; and maintains calendars and schedules meetings, appointments, interviews, or other activities.
Processes human resources related documentation: reviews timesheets for accuracy and researches discrepancies; tracks accrued and used sick leave and vacation time; enters payroll data into computer for payment; and maintains attendance records, employee rosters, certifications, and related records.
Processes documentation pertaining to general financial management: enters budget data into computer systems; assists with budget preparation; enters revenue and expenses into computer systems and generates related reports; reconciles payable records with Finance Department records.
Processes purchasing documentation: reviews purchase requisitions and verifies availability of budgeted funds; prepares purchase orders and forwards data to appropriate departments; 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 related files and records.
Receives and sorts incoming documentation and materials: 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; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and 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.
Maintains file system of various files/records for the department: prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record; and maintains current maps, telephone lists, directories, operating manuals, procedures, and other reference materials.
Monitors inventory of department supplies and forms: ensures availability of adequate materials to conduct work activities; and initiates requests/orders for new or replacement supplies where applicable
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, other CCWA employees, vendors, 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 providing clerical and administrative support; 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.
Specific Knowledge, Skills, or Abilities: Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all CCWA or departmental policies, practices, and procedures necessary to function effectively in the position.
The Clayton County Water Authority is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the Authority will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.
PAYGRADE: 15 (Starts at $21.61/hourly-$32.42/hourly)
DEADLINE: WEDNESDAY, JUNE 1, 2022