Administrative Support Specialist

2 weeks ago

Forest Park, Georgia, United States City of Forest Park Full time
Job Overview

POSITION SUMMARY

The primary objective of this role is to execute administrative tasks and manage data entry, while ensuring the efficient processing of information and documentation relevant to the designated department or division.

KEY RESPONSIBILITIES

  • Facilitates administrative support for the assigned department/division; manages a variety of documentation linked to departmental operations within set deadlines and according to established protocols.
  • Conducts data entry tasks by inputting information into the computer system; retrieves, reviews, and modifies data in the database; ensures the accuracy of entered information and implements necessary corrections.
  • Drafts, prepares, reviews, and finalizes various forms, reports, correspondence, logs, and other essential documents.
  • Receives and processes a range of documentation including reports, statements, and other relevant materials; reviews and organizes these documents appropriately.
  • Maintains an organized filing system for various records within the department/division; prepares files, sorts documents, and ensures proper filing and retrieval.
  • Operates communication equipment to send and receive documentation; ensures timely distribution of incoming faxes to the relevant personnel.
  • Handles incoming and outgoing mail; sorts, organizes, and distributes mail as required.
  • Copies and disseminates forms, reports, and other necessary documentation.
  • Conducts research using departmental files, databases, and other resources as needed.
  • Updates and maintains reference materials, manuals, and directories relevant to the department.
  • Monitors inventory levels of supplies and materials; initiates requests for replenishment as necessary.
  • Utilizes various office equipment and software to complete essential functions, including word processing and database management.
  • Performs routine maintenance on office equipment and assists with service or repair needs as required.
  • Handles phone inquiries and greets visitors; determines the nature of inquiries and directs them to the appropriate personnel.
  • Provides customer service by offering information and assistance regarding departmental services and procedures.
  • Collaborates with colleagues, supervisors, and external parties to coordinate work activities and resolve issues.
  • Assists other employees or departments as needed.
  • Performs additional related duties as assigned.

MINIMUM REQUIREMENTS

Education and Experience:

A High School Diploma or equivalent is required; or a combination of education and experience that meets the necessary qualifications.

Special Qualifications:

Certification for operating specific systems may be required.

Knowledge, Skills, and Abilities:

  • Ability to analyze and summarize data effectively.
  • Capability to provide guidance regarding procedures and standards.
  • Proficiency in operating various office equipment and software.
  • Ability to follow written and oral instructions accurately.
  • Strong judgment and decision-making skills in routine situations.

PHYSICAL REQUIREMENTS

The role requires light physical activity, including the ability to lift and move objects as necessary.

WORK ENVIRONMENT

Work is conducted in a standard office environment without exposure to adverse conditions.

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