Administrative Assistant II

General Summary : Provides direct secretarial and administrative support to the department head within the guidelines of standard operating procedures, department rules and regulations, and County policies. Provides specialized administrative support to Chief Building Official or other designated person, and works with department heads, co-workers, employees in other departments, contractors and the general public as it relates to responsibilities of the Augusta Planning & Development Department.

Serves as liaison between the assigned department and other departments/divisions, staff members, Consolidated Government officials, the public, community leaders, outside agencies, or other individuals or organizations: distributes and receives routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.

Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, email, 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 documentation pertaining to budget or general financial management: reviews invoices for accuracy, matches with purchase orders; enters budget data into computer; assists with budget preparation; provides budgetary input and assists in forecasting revenues/expenditures; enters daily revenue into computer and generates revenue reports; reviews monthly budget analysis reports; monitors expenditures to ensure compliance with approved budget; processes budget transfers as needed; reconciles payable records with Finance Department records; prepares bank deposits; coordinates internal accounting activities; maintains current balances for accounts; and maintains departmental petty cash funds 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; and maintains files and records. Receives and sorts incoming documentation and materials: sends/receives documentation; distributes/delivers incoming faxes, 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; and copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.

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.

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; and compiles data for further processing or for use in preparation of department reports; files, maintains, and stores hardcopy records.

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; and administers work order program and opens/closes work order requests.

position specific responsibilities Coordinates building plans and keeps track of projects in databases. Performs minor technical plan checks to ensure compliance with APDD Building Division standards, submittal requirements, development conditions, improvement standards, construction specifications, and city ordinances.

Assists technical and professional staff with processing of the permit and license applications. Required minimum qualifications Education: High school diploma or GED Experience: Three (3) years of clerical, administrative support, secretarial, customer service, and or record management experience and/or training Knowledge/Skills/Abilities: Considerable knowledge of modern office procedures Familiarity with department policies and procedures Proficiency in report writing, bookkeeping, shorthand, and basic mathematical calculations Mastery of operating standard office equipment Good communication skills, both oral and written Demonstrated ability to work independently Licensing/Certification: Possession of a valid driver's license with good driving history.

If State license is other than Georgia or South Carolina, applicant must obtain a license in Georgia or South Carolina within 30 days of employment. OTHER Does this position require staff call up in an emergency situation? Yes No Is traveling from office to other locations required of this position? Yes No If yes, what is the percentage of travel involved?

Less than 50%? Yes No More than 50%? Yes No PERFORMANCE APTITUDES: Data Utilization : Requires the ability to review, classify, categorize, prioritize, and/or analyze data. Includes exercising discretion in determining data classification, and in referencing such analysis to established standards for the purpose of recognizing actual or probable interactive effects and relationships.

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: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.

Verbal: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information. Math: 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 apply principles of rational systems; to interpret instructions furnished in written, oral, diagrammatic, or schedule form; and to exercise independent judgment to adopt or modify methods and standards to meet variations in assigned objectives. Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria.

Physical Abilities: 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 workstation. Sensory Requirements: Some tasks require the ability to communicate orally.

Environmental Factors: Essential functions are regularly performed without exposure to adverse environmental conditions.