Part-Time Administrative Specialist II - Police Permits

Cobb County Government; Georgia; On-site; USD 21,000 - 30,000; Part time

Job summary

Cobb County Government seeks a part-time Administrative Specialist II in the Regulatory Services and Permits Unit of the Cobb County Police Department. The role handles cash, public assistance, data entry, and permits processing for various programs, while supporting law enforcement personnel.

You will perform clerical duties, answer phones, manage files, and assist the public with permit-related issues. NCIC/GCIC certification is required within the first week.

Qualifications

• High School diploma or GED required, supplemented by two years of clerical/administrative support experience.
• Must obtain NCIC/GCIC operator certification within the first week of employment.
• Microsoft Word and Excel skills tested as part of the hiring process.

Responsibilities

• Operate a cash register and serve the public daily.
• Maintain unit databases and assist with permits processing.
• Provide administrative/secretarial support and answer phones.
• Process documents, enter data into computer systems, and assist with records.
• Distribute mail, packages, and documentation to appropriate personnel.

Skills

Customer service

Data entry

Clerical support

Education

High School diploma or GED

Tools

Microsoft Word

Microsoft Excel

Job description

This part-time Administrative Specialist II position is located in the Regulatory Services and Permits Unit of the Cobb County Police Department. The position involves operating a cash register, serving the public daily, maintaining unit databases, dealing with wanted individuals by notifying law enforcement, advising the public of their permit denials when applicable, supporting the unit's law enforcement personnel, operating computer hardware and software to generate permits for citizens handling alcohol, health spa employees, pawn shop/precious metals employees, door-to-door solicitors, and issuing access identification cards to all DPS personnel. The position will also provide clerical support by preparing, generating, and/or editing police records, processing department forms and documents, entering data into program databases, answering phone calls to the unit’s main phone line, making phone calls as required, and assisting the general public, law enforcement officials, and other interested parties with police permits-related issues. The position will also complete tasks assigned to them by the unit supervisor. The position requires NCIC/GCIC operator certification within the first week of employment. The hours for this position are 7:45 am to 4:45 pm Mondays & Wednesdays, and 7:45 am to 4:30 pm Fridays. The office is closed weekends, holidays, and during county-declared inclement weather closings.

This position requires completion of both a Microsoft Word skills test and a Microsoft Excel skills test to move forward in the hiring process. The skills testing information and link will be sent via email after the closing date of this job announcement for applications received that successfully meet qualifications for this position. Skills testing must be completed by Thursday, October 29th, at 11:59 pm. Please note, failure to complete the assessment will disqualify you from consideration for this position.

• 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.
• Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive 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.
• 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.
• 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 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 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.
• 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.
• 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; 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; 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.
• Maintains file system of various files/records for the assigned area; 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 retention.
• Performs other related duties as assigned.

Minimum Qualifications

• High School diploma or GED required: supplemented by two years of clerical, administrative support, secretarial, customer service, record management experience and/or training.

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 work station.

Sensory Requirements

Some tasks require the ability to perceive and discriminate sounds and visual cues or signals. 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.