Administrative Specialist III - Police Headquarters

Cobb County Government; Marietta (GA); On-site; USD 42,000 - 60,000; Full time

Job summary

Cobb County Government is seeking an administrative/secretarial professional to support a large division with clerical duties, scheduling, and liaison work. The role involves handling confidential materials, dictation, proofreading, calendar management, and coordinating travel for executives.

Responsibilities include screening communications, preparing reports, distributing documents, and assisting with purchasing and meeting logistics.

Qualifications

• High school diploma or GED required; associate's degree preferred.
• Three years of responsible secretarial/office administration or similar experience (municipal environment preferred).
• Ability to maintain confidentiality of departmental documentation and issues.
• Knowledge of managing calendars, travel, meetings, and correspondence.
• Strong communication and organizational skills for liaison with staff and external parties.

Responsibilities

• Provide administrative/secretarial support for the department/division and management staff.
• Screen calls, mail, email; initiate appropriate action and responses.
• Record, transcribe dictation; type, edit, proofread documents; maintain calendars and meetings.
• Coordinate travel arrangements and conference registrations for staff.
• Serve as liaison between department and other departments, officials, and the public.
• Research, summarize data, and prepare routine reports; monitor department data.
• Distribute documents; operate fax; manage mail and deliveries.
• Prepare forms, reports, schedules, and various documents.
• Coordinate meetings: notices, agendas, packets, room setup, and minutes.
• Process purchasing docs: requisitions, PO generation, quotes, invoices, codes.
• Perform other related duties as assigned.

Skills

Dictation transcription

Proofreading

Calendar management

Travel arrangements

Meeting coordination

Data analysis

Education

High School diploma or GED

Associate's degree in secretarial science or office administration

Job description

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

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/deliver 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).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.