Administrative Assistant III / Leisure Services

Purpose & Job Related Requirements

REPORTS TO: Department Director
FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System; Requires satisfactory completion of a six-month probationary period.
PAY GRADE: 113
SAFETY SENSITIVE: No

Purpose of Job
The purpose of this job is to perform administrative/supervisory functions and to coordinate/manage administrative and payroll operations within the Department. Duties and responsibilities include, but are not limited to: preparing bi-weekly payroll, developing reports and statistical information, assisting with budget preparation, analyzing performance measures, supervising assigned employees, compiling financial data and preparing budgets, monitoring and approving expenditures, reviewing documents for payment, coordinating communications and activities within department or with other departments, maintaining files and records, and performing additional tasks as assigned.

Job Related Requirements
Work Schedule: Monday-Friday 8:00 a.m.-5:00 p.m. with the occasional weekend or after hours work 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.

Minimum Training & Experience Required to Perform Essential Job Functions

Associate's degree in business or related discipline with training in secretarial and bookkeeping skills and four years of experience to include office management, computer operations, accounting and budgetary experience and supervisory responsibilities required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Must possess a valid driver's license.

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

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.

Trains departmental personnel in government purchasing, accounts payable, Human Resources and payroll procedures. Coordinates communications within the department and between other departments; provides administrative assistance to Finance Administrator, Assistant Director, and Director by composing and disseminating information to staff.

Acts to resolve problems between department staff and other departments on issues relating to personnel, purchasing, finance, internal services, etc.

Compiles budgetary data relative to the personnel budget.

Assists with the development of the annual operating and capital budgets for the department.

Reviews and authorizes purchase requisitions verifying funding availability, travel advance/expense reimbursement requests, reviews and approves invoices for payment; monitors expenditures under departmental budgets on a regular basis, recommends transfers of funds within the division as needed.

Develops and assists with the development of administrative policies and procedures for the department; receives/provides input on modifications, responds to questions or problems.

Composes, prepares, and/or generates routine correspondence, letters, memoranda, forms, reports, and other documents via computer and/or typewriter.

Prepares and maintains budget and project files.

Answers the telephone; provides information and customer service, takes and relays messages and/or directs calls to appropriate personnel; returns calls as necessary.

Responds to routine requests for information from officials, employees, and members of the staff, the public, or other individuals.

Utilizes knowledge of various software programs to operate a computer in an effective and efficient manner.

Prepares payroll for approximately 100 full-time and/or part-time employees year-round and an additional 198 summer-seasonal employees.

Enters information via Government Financial System for approximately 150-200 (varies depending on season of the year) contract labor employees to receive paychecks.

Coordinates all contract labor agreements for contract labor employees, processing and filing in appropriate notebooks.

Coordinates Summer Employee Orientation training.

Coordinates Summer Employee drug screening.

Coordinates preparation of Summer Employee employment forms.

Maintains personnel files on all full-time, part-time, and summer seasonal staff; purges and stores files as necessary.

Prepares accident and loss forms and on-the-job injury forms.

Prepares and processes all new hire paperwork pertinent to employment for all summer seasonal positions.

Maintains petty cash fund for the Department requesting reimbursement, as needed.

Possesses and is authorized to use departmental purchasing card within prescribed monetary monthly limit.

Attends training sessions, conferences, and seminars to remain abreast of current local, state, and federal laws, policies and/or procedures related to the department, as needed.

Assists in the training, orientation and supervision of various staff, i.e. community service workers, administrative secretaries, interns, temporaries, etc., as needed; directs work assignments, counsels and disciplines employees when necessary, and completes employee performance appraisals.

Utilizes knowledge of various software programs to operate a computer in an effective and efficient manner.

Performs other related duties as required.

Knowledge, Skills and Abilities

Knowledge of the principles, practices and procedures of the operations and functions of the department.

Knowledge of office management and human resource management practices, policies and procedures as necessary in the completion of daily responsibilities.

Knowledge of all applicable laws, ordinances, policies, standards, and regulations pertaining to the specific duties and responsibilities of the position.

Knowledge of established organizational, managerial and human relations methods and techniques.

Knowledge of and proficient with the use of computers and software related to the position.

Knowledge of and ability to operate modern office equipment.

Knowledge of unified government budget processes and bookkeeping systems.

Knowledge of modern office procedures; accounting, bookkeeping and budgeting principles and practices; knowledge of the local government accounting, purchasing and budget systems.

Knowledge and proficient use of computers, word processing, spreadsheets and/or software relevant to accomplishing job tasks.

Ability to administer policies, procedures, plans and activities and to monitor the performance of subordinates against measured established goals. Ability to administer operations and staff plans.

Ability to develop and implement long-term goals for the department in order to promote effectiveness and efficiency.

Ability to keep abreast of any changes in policy, methods, operations, budgetary and equipment needs, etc. as they pertain to departmental operations and activities.

Ability to effectively communicate and interact with subordinates, management, employees, members of the general public and all other groups involved in the activities of the Department.

Ability to assemble information and make written reports and documents in a concise, clear and effective manner.

Ability to use independent judgment and discretion in managing subordinates including the handling of emergency situations, determining and deciding upon procedures to be implemented, setting priorities, maintaining standards, and resolving problems.

Ability to comprehend, interpret, and apply regulations, procedures, and related information.

Ability to handle the required mathematical calculations.

Ability to read, understand, and interpret personnel and financial reports and related materials.

Ability to communicate both verbally and in writing.

Supplemental Information

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