Administrative Assistant - #390535

Forsyth County, GA


Date: 08/19/2021 23:00 PM

City: Cumming, Georgia

Salary: $43,171 - $69,073 / year

Contract type: Full Time

Work schedule: Full Day

Position Information

The purpose of this classification is to perform specialized administrative work and to coordinate daily activities of an assigned department/division.


Job Summary

Processes a variety of documentation associated with department/division 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; compiles data for further processing or for use in preparation of department reports; maintains computerized and/or hardcopy records

Performs office management functions; coordinates daily activities of assigned department/division; monitors status of projects/workflow and troubleshoots problem situations; works to independently resolve problems and initiates appropriate action/response; coordinates communications and conveys information among department/division personnel; coordinates, conducts, or attends staff meetings to review department plans, progress, budgets, and other activities

Provides administrative support to department/division management staff; relieves management staff of routine administrative tasks; screens calls, mail, and e-mail messages and initiates appropriate action/response; represents management at meetings as assigned

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via base radio

Performs customer service functions; provides information/assistance regarding department/division services, activities, locations, procedures, timeframes, documentation, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution

Receives moneys in payment of various fees/services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate

Coordinates calendar activities for the department; schedules appointments, meetings, conferences, hearings, 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 department staff

Monitors inventory of department/division supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders

Processes invoices and vouchers for payment; matches invoices with backup documentation; verifies receipt of goods/services; reviews invoices for accuracy and proper budgetary coding; makes applicable calculations and researches discrepancies; forwards invoices for payment

Assists with budget management for the assigned area; assists in preparing annual budget documents; assists in monitoring expenditures to ensure compliance with approved budget; identifies potential over-expenditures and brings to attention of management; works with finance division to reconcile discrepancies or coordinate budget transfers; reconciles monthly credit card statements and prepares reports; balances checkbooks; prepares bank deposits; maintains financial records; gathers information for annual/periodic audits

Maintains petty cash fund for area of assignment; disburses funds for expenditures as appropriate; ensures proper receipts/documentation of expenditures; balances fund and requests reimbursements as needed

Processes payroll documentation; generates and distributes timesheets; reviews completed timesheets or time cards for accuracy and completeness; calculates hours work, verifies calculations, and researches discrepancies; enters payroll data into computer; forwards payroll documents for payment; maintains records of attendance, overtime, or leave time; distributes paychecks

Processes human resources documentation; coordinates completion of new hire forms by new employees; submits completed documentation to human resources department; maintains department personnel files; coordinates meetings and/or distribution of information regarding employee benefits; processes worker's compensation forms and accident reports

Assists in planning/preparing for meetings of boards, committees, or other groups; coordinates meeting facilities, equipment, and refreshments; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and/or transcribes meeting minutes; maintains meeting books or other records

Writes work orders to report problems or request repair/service; identifies priorities and forwards work orders to appropriate service personnel; notifies management of emergency situations; enters work order data into computer; monitors status of open work orders; maintains files of closed work orders

Conducts research of department files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed.


ADDITIONAL FUNCTIONS


Performs general tasks, which may include, but not limited to, delivering documentation to/from other offices or transporting banking transactions

Provides assistance to other employees or departments as needed

Performs other related duties as required.


Minimum Qualifications

High school diploma or GED; supplemented by college level course work or vocational training in business administration, bookkeeping, office administration, and personal computer operations; supplemented by three (3) years previous experience and/or training that includes office management, administrative/secretarial work, customer service, bookkeeping, record management, personal computer operations, and experience in specific area of assignment; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.
  • May require possession and maintenance of valid State of Georgia Notary Public certification.
  • May require possession and maintenance of valid State of Georgia driver's license.

Typing speed of 30 words per minute required.



BENEFITS PROVIDED BY FORSYTH COUNTY TO FULL-TIME EMPLOYEES:



Personal Leave Accrual



Personal leave shall be accrued as follows:



0 – 1 Year - 12 days per year - 3.68 hours per pay period

1 - 4 Years - 20 days per year - 6.16 hours per pay period

5 - 14 Years - 25 days per year - 7.70 hours per pay period

15+Years - 30 days per year - 9.24 hours per pay period



Observed Holidays



New Year's Day, Martin Luther King Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving (2), and Christmas (2).



Medical Insurance

The Forsyth County Board of Commissioners offers employees a choice of two medical plans offered by Aetna and a plan offered by Kaiser Permanente.

  • Aetna Choice POS II - $2000 Individual Deductible (Basic Plan)
  • Aetna Choice POS II - $1000 Individual Deductible (Plus Plan)
  • Kaiser Permanente HMO- $0 Individual Deductible


Dental Insurance

The Forsyth County Board of Commissioners offers two dental plans from Delta Dental:

  • Base $1,000 Plan
  • Buy-Up $1,500 Plan


Vision Insurance

The vision plan offered by Forsyth County Board of Commissioners is administered by Aetna and will offer office visit copays for exams, as well as copays for lenses, frames, and contacts.



Basic Life & AD&D Insurance

The Forsyth County Board of Commissioners recognizes the importance of basic life insurance for all of its employees. The Board provides term life insurance and accidental death and dismemberment (AD&D) protection for each full-time employee. This is a County-paid benefit.



Disability Insurance – Short Term and Long Term

100% paid by Forsyth County. Eligibility begins date of hire.



Short Term Disability – 60% of weekly earnings to a maximum of $1,000.00 a week. Eligibility begins 14 days after an accident or sickness and has a benefit period of 24 weeks.



Long Term Disability – 60% of monthly earnings to a maximum of $5,000.00 a month. Eligibility begins at 26 weeks to coordinate with the end of Short Term benefits and continues 24 months (Own Occupation).



Additional Life Insurance and AD&D

Rates vary based on amount of coverage selected. Additional life insurance may be purchased for employee, spouse, and children.



Retirement Plan (401K)



Fully vested at five years of employment – 20% graduated vesting annually. Eligible to begin contributions immediately upon hire.



6 mos to 3 yrs – County matches 100% of a max 5% of employee gross contributions



3 yrs to 10 yrs – County contributes 5% of base salary & County matches 100% of a max of 5% of gross employee contributions



Over 10 yrs – County contributes 5% base & County matches 100% of a max of 5% of gross employee contributions & County matches 50% of next 5% of gross employee contributions

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