RECORDS AND DOCUMENTS COORDINATOR

Fulton County; Alpharetta (GA); On-site; USD 35,000 - 52,000; Full time

Job summary

Fulton County in Alpharetta is seeking an Administrative Clerk to provide essential clerical support in the Department of Public Works.

Responsibilities include handling customer service in person, by phone, or by mail; processing a variety of department documents; maintaining file systems; and distributing information within the department and to external agencies. This role requires a valid Georgia driver’s license and a related associate degree with experience.

Qualifications

• Associate's Degree in Business or related field plus two years of experience in customer service, administrative or clerical work or related field, or any equivalent combination of education, training, and experience.

Responsibilities

• Performs customer service functions in person, by telephone, or by mail and provides information or assistance regarding department services, forms, procedures, fees, or other issues; responds to routine questions and complaints; researches problems and initiates problem resolution.
• Processes documentation associated with department operations within designated timeframes; receives, reviews, records, types, and distributes documentation; enters data into computer systems; logs and maintains records; prepares reports.
• Maintains file systems, organizes documentation, retrieves/replaces files, scans records, and ensures records retention guidelines are followed.
• Distributes documentation between department/staff and external individuals/agencies; operates fax, mail, and distribution of forms and reports.
• Researches and monitors administrative data; compiles data, summarizes it, and prepares reports; conducts basic data analysis as needed.

Skills

Customer service

Administrative duties

Clerical skills

Education

Associate's Degree in Business or related field

Job description

UNCLASSIFIED VACANCY IN THE DEPARTMENT OF PUBLIC WORKS

LOCATION: 11575 MAXWELL RD., ALPHARETTA, GA 30009

Minimum Qualifications

Associate's Degree in Business or related field; supplemented by two years of experience in customer service, administrative or clerical work or related field; 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

Must possess and maintain a valid Georgia driver's license.

Specific Knowledge, Skills, or Abilities

Must be able to demonstrate proficiency in performance of the essential functions and learn, comprehend, and apply all county or departmental policies, practices, and procedures necessary to function effectively in the position.

Examination

The examination will consist of an evaluation of education and experience, accomplished by analysis of the application. Application must document that the applicant possesses the minimum knowledge, skills, education and experience as listed to be rated as qualified. If selected, an official, accredited college transcript is required, at time of employment, for all degrees/course work used to qualify for this position.

Purpose Of Classification

The purpose of this classification is to provide administrative and clerical support in the daily operation of an assigned 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, or by mail: provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; responds to routine questions and complaints; researches problems and initiates problem resolution; refers complaints/problems to appropriate personnel.

Processes a variety of documentation associated with department operations within designated timeframes and per established procedures: receives, reviews, records, types, and/or distributes documentation, including contractor files, payment applications, notices to proceed, contract submittals, contractor performance reports, time sheets, work orders, certifications, transaction reports, production reports, contract renewals, accident/incident reports, overtime forms, flow reports, meeting minutes, vehicle emission reports, insurance reports, permits, and other documents; 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; submits or forwards documentation to appropriate personnel.

Maintains file system of various files/records: 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.

Distributes documentation between department/staff members and internal/external individuals/agencies: operates fax machine to send/receive documentation; distributes/delivers incoming faxes, mail, or other documentation; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

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.

Operates or uses various equipment and supplies in order to complete work assignments: 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 employees, 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.

Performance Aptitudes

• Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
• 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, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal Aptitude: Requires the ability to utilize a wide variety of reference and descriptive data and information.
• Mathematical Aptitude: 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 carry out instructions furnished in written, oral, or diagrammatic form. Involves semi-routine standardized work with some latitude for independent judgment concerning choices of action.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving a variety of generally pre-defined duties which are often characterized by frequent change.

Equality and Diversity Statement

It is the policy of Fulton County that there will be equal opportunity for every citizen, employee and applicant, based upon merit without regard to race, color, religion, national origin, gender, age, genetics, disability or sexual orientation.