Recreation Division Administrative Assistant II / Leisure Services

Unified Government of Athens-Clarke County; Athens (GA); On-site; USD 42,000 - 54,000; Full time

Job summary

Unified Government of Athens-Clarke County is seeking an Administrative Secretary to provide secretarial, receptionist, bookkeeping and general office support for the Leisure Services Division.

The role involves processing and maintaining records, issuing purchase orders, payroll/budget assistance, and handling correspondence; requires high school diploma with 2 years related experience and may require Notary Public status and a valid driver’s license.

Qualifications

• High school diploma or equivalent with two years of secretarial, governmental bookkeeping, accounting, computer applications and training, or related experience.
• Must possess or have the ability to acquire Notary Public status.
• Must possess a valid driver's license.
• Associate's degree in business, secretarial science, or related discipline preferred.

Responsibilities

• Facilitates communication and provides information to officials, employees, or the public concerning departmental policies, programs and services.
• Receives calls, mail, or other correspondence; takes messages, copies, replies, or forwards to appropriate staff; maintains filing.
• Performs bookkeeping duties including processing and maintaining records of fees and payments, invoices, petty cash, vouchers, and budget transfers.
• Processes payroll documentation and assists with budget and financial documents.
• Prepares, maintains and updates departmental records, indexes, reports and files.
• Greets visitors and directs them to appropriate staff.
• Maintains calendar and scheduling for staff training, travel, meetings or facility usage.
• Notarizes documents when required.

Skills

Secretarial

Government bookkeeping

Accounting

Computer applications

Payroll processing

Education

High school diploma or equivalent

Associate's degree preferred

Job description

Reports To:

Leisure Services Division Administrator

FLSA Status:

Non-Exempt

Classification:

Personnel System - Requires satisfactory completion of a six month probationary period.

Pay Grade:

110

Safety Sensitive:

No

Purpose of Job

The purpose of this job is to provide secretarial, receptionist, bookkeeping and general office support to the department. Duties and responsibilities include, but are not limited to: providing information, processing and maintaining records, issuing and preparing purchase orders, preparing reports and correspondence, assisting with payroll/ budget functions, and performing additional tasks as assigned.

Job Related Requirements

• WORK SCHEDULE: Monday Through Friday 8:00 am to 5:00 pm. Occasional evenings, weekends and holidays may be required.


• May be required to work on religious holidays.


• Regular and predictable attendance is required.


• Must work cooperatively with others.


• When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.


• High school diploma or equivalent with two years of secretarial, governmental bookkeeping, accounting, computer applications and training, or related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.


• Must possess or have the ability to acquire Notary Public status.


• Must possess a valid driver's license.


• Associate's degree in business, secretarial science, or related discipline preferred.

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

Duties

• Facilitates communication and provides information to officials, employees, or the public concerning various requests and departmental policies, programs and services.


• Receives calls, mail, or other correspondence; takes messages, copies, replies, or forwards to appropriate staff; maintains appropriate filing.


• Performs bookkeeping duties which may include processing and maintaining records of fees and payments, invoices, petty cash fund, vouchers, program refunds, cost centers and tracking systems, budget transfer requests, and operating and capital account expenditures; issues and processes purchase and traveling orders, authorizations for payment, vendor master forms, and purchase requisitions; writes receipts; assists in preparing and monitoring departmental budget and other financial documents.


• Processes personnel action forms, attendance and leave records, accident/injury records and payroll documentation for appropriate staff; may assist with and maintain correspondence with the Human Resources Department regarding job openings, qualifications, testing, applications, etc.


• Processes, composes, edits, researches and/or copies routine departmental correspondence, forms, reports, work orders and other documents.


• Prepares, maintains and updates various departmental records, indexes, reports, and files.


• Greets visitors, ascertains nature of business, assists and directs visitors to appropriate staff.


• Assists with or fulfills duties of appropriate personnel when necessary.


• Maintains inventory of and requisitions office supplies, equipment, or service requirements as needed; may include taking bids, and obtaining price quotes from vendors.


• Maintains calendar and scheduling for appropriate staff training sessions, travel, conferences, meetings or facility usage.


• May prepare agendas or documents for or attend meetings, conferences, or events for the department; transcribes minutes or relates relevant information to appropriate staff; acts as liaison between department and other groups, committees, organizations, officials, or the public.


• May assist in training, coordinating, or evaluating the work of temporary employees, volunteers, interns, and/or community service and summer workers.


• Notarizes documents when required.


• Performs other duties as assigned.

Knowledge, Skills and Abilities

• Knowledge of the policies, procedures, and activities of the department or office as they pertain to the performance of duties relating to the position of Administrative Secretary.


• Knowledge of the terminology used within the department.


• Knowledge of modern office procedures, departmental programs, activities and facilities, bookkeeping practices and procedures and methods as required in the performance of duties.


• Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental and/or governmental regulations.


• Ability to communicate effectively with supervisors, other staff members and the public.


• Ability to use independent judgment in routine and non-routine situations.


• Ability to handle the required mathematical calculations.


• Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.


• Ability to plan, organize and/or prioritize daily assignments and work activities.


• Ability to comprehend and apply the regulations and procedures of the department.


• Ability to type, maintain accurate records, operate modern office equipment, utilize a personal computer and communicate effectively both verbally and in writing.

ADA Minimum Qualifications or Standards Required to Perform Essential Job Functions

PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including a computer, printer, facsimile machine, copying machine, calculator and scanner. Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.

DATA CONCEPTION: Requires the ability to compare and/or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving and receiving assignments and/or directions to co-workers and assistants or from supervisors.

LANGUAGE ABILITY: Requires the ability to read a variety of reports, contracts, files, forms, time sheets, invoices, telephone bills and logs, purchase orders and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare contracts, vouchers, forms, time sheets, reservation documents, budget related documents, calendars, and phone logs using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.

INTELLIGENCE: Requires the ability to learn and understand basic principles and techniques; to acquire and be able to expound on knowledge of topics related to primary occupation; and to make independent judgment in the absence of management.

VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages.

NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; and interpret graphs.

FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with a computer, copying machine, calculator, printer and scanner.

MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using a computer, copying machine, calculator, printer and scanner. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.

MANUAL DEXTERITY: Requires the ability to handle a variety of items such as a computer, copying machine, calculator, printer and scanner. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye/hand/foot coordination.

COLOR DISCRIMINATION: May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone and/or two-way radio.

Equal Opportunity Statement

ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, 762-400-6370 or [e-mail].