Administrative Assistant Ii / Sheriff's Office

Salary: $35,491.00 Annually
Location : Athens, GA
Job Type: Full Time
Job Number: 2024-1001
Department: Sheriff
Division: Admin
Opening Date: 01/11/2024
Closing Date: 1/18/2024 11:59 PM Eastern
Purpose & Job Related Requirements
REPORTS TO: Major, Captain or Executive Assistant depending on assignment
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System; Requires satisfactory completion of a six month probation period.
PAY GRADE: 110
SAFETY SENSITIVE: No
Purpose of Job
The purpose of the job is to perform administrative/secretarial functions and provides support to the assigned staff and to the Command, Courts and Warrant-Civil Units. Duties and responsibilities include, but are not limited to: preparing, reviewing, disseminating and/or filing routine correspondence and reports; handling personnel matters for the office, maintaining records, issuing and preparing purchase orders, assisting with payroll and budget functions.
Job Related Requirements
WORK SCHEDULE: Monday - Friday, 8:00 a.m. - 5:00 p.m.
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.
Minimum Training & Experience Required to Perform Essential Job Functions
High school diploma or equivalent; 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 preferred.
Essential Duties, Responsibilities
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.
Maintains inventory of and requisitions office supplies, equipment, or service requirements as needed may include taking bids, and obtaining price quotes from vendors.
Transcribes, prepares and/or generates routine correspondence, letters, memoranda, forms, reports and other documents via computer and/or fax.
Greets visitors, ascertains nature of business, assists and/or directs visitors to appropriate person; responds to routine requests for information from officials, employees, members of the staff, the public or other individuals.
Compiles time records and prepares divisional payroll, to include reviewing employee time sheets, verifying data and reconciling discrepancies, performing calculations, forwarding completed payroll as appropriate.
Maintains appointment calendars; coordinates calendar activities; plans/schedules and appointments and facility usage, meetings, etc.; updates on a regular basis; contacts parties involved as appropriate.
Acts as liaison between the department and other governmental departments; disseminates personnel information to departmental employees; advises employees on personnel, departmental, or other policies, procedures or regulations; completes personnel actions for departmental employees.
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, operating and capital account expenditures, issues and processes purchase and traveling orders, processes purchase requisitions, authorizations for payment, vendor master forms, monitors departmental budget and other financial documents.
Receives, opens and reviews incoming mail; determines routing and distributes as appropriate; responds to routine correspondence; prepares outgoing mail.
Notarizes documents.
Prepares departmental files; maintains file system of departmental records. Copies and distributes correspondence, memoranda, reports and other related materials.
Answers the telephone; provides information; takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.
Responds to routine requests for information from officials, employees, the public or other individuals.
Maintains confidentiality and professional integrity in involvement with departmental issues.
Performs other related duties as required.
Knowledge, Skills and Abilities
Knowledge of the policies, procedures, and activities of the Sheriff's Office as they pertain to the performance of duties relating to the position of Admin Assistant II.
Knowledge of the terminology used within the department.
Knowledge of applicable federal/state statutes, unified government ordinances, departmental policies and procedures, and departmental methods as required in the performance of duties.
Knowledge of modern office procedures, record maintenance and file management.
Knowledge of and the ability to operate various office equipment including a computer, scanner, calculator, copier, shredder, and telephone.
Knowledge of word processing, database, spreadsheet and/or other software relevant to the position.
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 and other staff members.
Ability to use independent judgment in routine and non-routine situations.
Ability to handle the required mathematical calculations.
Ability to establish and maintain effective working relationships with employees, supervisors and others as appropriate.
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 accurately and to record and/or transcribe dictation with appropriate speed.
Supplemental Information
(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, calculator, copier, fax machine, shredder and telephone. 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/receiving assignments and/or directions to/from co-workers, assistants or supervisors.
LANGUAGE ABILITY: Requires the ability to read a variety of informational documentation, directions, instructions, methods and procedures. Requires the ability to prepare letters, reports, etc., 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 relatively complex 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 including legal and law enforcement terminology.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages and interpret graphs.
FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with a variety of machinery and equipment including a computer, scanner, calculator, copier, shredder, fax machine and telephone.
MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using office equipment. 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 automated office equipment, secretarial supplies, and computer supplies. 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.
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 leah.jagatic@accgov.com.
Total compensation at the Unified Government includes a comprehensive set of benefits, a well established culture of wellness, and a secure retirement that set us apart as a stable Employer of Choice where you can serve and make a difference in the community.
As an Employer of Choice, we offer:

• Health Insurance
• Dental Insurance
• Vision Insurance
• Pet Insurance
• Group Accident insurance
• Critical Illness insurance
• Employer paid basic life insurance
• Contributory term life insurance
• Whole life insurance
• Employer Paid Short Term Disability
• Long Term Disability
• Employee Assistance Program
• Paid Time Off
• 13 paid holidays
• Employer Paid Pension Plan (10 years of service)
• Deferred Compensation Program with employer match
• Tuition Reimbursement Program
• Public Service Loan Forgiveness Employer - Federal Student Aid
• Robust Wellness Program - earn up to $175 per quarter for participation
• Employee Fitness Center - free for employees, spouse, and children 18+
• Free onsite health screenings (to include hearing, skin cancer, biometric screening, flu shots)
• Safety & Risk training and job related vaccinations
• Uniforms provided
• Ongoing Training Opportunities and Career Development - Government Wide Learning Management System
• Discount Admissions - ACCGov Parks, Georgia Aquarium
• Annual employee appreciation events

BENEFITS
WELLNESS
http://www.accgov.com/wellness
CAREER DEVELOPMENT
01
Which best describes your highest level of education?

• Some High School
• High School diploma or GED from an institution accredited by SACS
• Some education beyond high school
• Technical or Vocational Degree
• Associate Degree
• Bachelor's Degree
• Master's Degree
• Doctorate Degree

02
Please indicate your years of experience in secretarial, governmental bookkeeping, accounting, computer applications and training, or related fields

• None
• Less than one year.
• One or more but less than two years.
• Two or more but less than three years.
• Three or more but less than four years.
• Four or more but less than five years.
• Five or more years of experience.

03
Do you possess a valid Driver's License?

• Yes
• No

04
Do you possess or have the ability to acquire Notary Public status?

• Yes
• No

Required Question