ADMINISTRATIVE ASSISTANT 1302

Department / Division: OFFICE OF THE ATTORNEY

FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 13

Purpose of Job

The purpose of this job is to provide secretarial and administrative support to the Office of the Attorney. Duties and responsibilities include, but are not limited to, overseeing the daily administrative activities of the department performing personnel and financial administration duties serving as secretary to the County Attorney, County Marshal, and other department staff performing routine legal research and related secretarial duties and performing additional tasks as assigned.

Essential Duties and 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. Answers and forwards incoming telephone calls assists office visitors makes appointments schedules meetings and conferences processes incoming and outgoing mail performs other general secretarial duties. Prepares and types the County Attorneys agenda. Performs personnel administration duties for the department which include preparing payroll time sheets, completing personnel action forms and other personnel records, and performing other related duties. Performs financial administration duties for the department which include maintaining the departments financial management records assisting with the development of the departments operating budget monitoring departmental expenditures against the approved budget preparing and submitting invoices for payment and preparing purchase requisitions, purchase orders, and other related records. Types correspondence, legal documents, reports, agendas, and other documents. Transcribes dictation for the County Attorney. Tracks the status of various legal documents, property easements, bankruptcy claims, and collection papers. Performs routine legal research. Oversees the maintenance of office equipment. Establishes, updates, and closes court case files. Types and sends legal notices to newspapers for publication. Performs other related duties as required.

Knowledge, Skills and Abilities

Knowledge of the policies, procedures, and activities of the Office of the Attorney as they pertain to the performance of duties relating to the position of Administrative Assistant. Knowledge of the terminology used within the department. Knowledge of standard legal documents payroll and budgeting records purchasing records personnel records computer manuals legal references such as the Civil Code of Georgia County personnel, budgeting, and purchasing policies and procedures and procedures and methods as required in the performance of duties. Ability to utilize standard word processing and database management software programs. Ability to compile, organize, prepare, and maintain an assortment of records, reports, and information in an effective manner and according to departmental andor governmental regulations. Ability to communicate effectively with supervisors and other staff members. Ability to use independent judgement 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, andor prioritize daily assignments and work activities. Ability to comprehend and apply the regulations and procedures of the department. Ability to operate standard office equipment such as a typewriter, transcriber, Dictaphone, telephone, facsimile machine, and computer.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with three years of legal secretarial, administrative, or related experience required an Associates degree in a related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. Must be or have the ability to acquire Notary Public status.

(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 standard office equipment such as a telephone, typewriter, computer terminal and printer, facsimile, copier, transcriber, and Dictaphone. Must be able to use body members to work, move, or carry objects or materials. Must be able to exert up to twenty pounds of force occasionally andor up to ten pounds of force frequently. Physical demand requirements are at levels of those for light work.

DATA CONCEPTION:

Requires the ability to compare andor 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 speak andor signal people to convey or exchange information. Includes receiving assignments andor directions from supervisors.

LANGUAGE ABILITY:

Requires the ability to read a variety of legal and administrative records, references, and files and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare court case files, correspondence, purchase orders and requisitions, work orders, payroll sheets, and agendas using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to type draft and final copies of various legal documents. 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 judgement 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 or professional languages including budgeting and accounting, human resources, and legal terminology.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas, to add and subtract totals, to multiply and divide, and to utilize and determine percentages and decimals. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with standard office equipment.

MOTOR COORDINATION:

Requires the ability to coordinate hands and eyes in using a computer terminal and other office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as a typewriter, telephone, computer terminal, printer, Dictaphone, and other office equipment. Must have the ability to use one hand for twisting or turning motion while coordinating the other hand with different activities. Must have minimal levels of eyehandfoot 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 minimum stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor 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.

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