ADMIN ASSISTANT/RECEPTIONIST

PURPOSE OF CLASSIFICATION

The purpose of this classification is to provide administrative and clerical support to the Tax Assessor’s department. In addition, the employee is responsible for delivering exceptional customer service assistance and providing an overall welcoming environment as the Board of Assessors’ main receptionist.

*OPEN UNTIL FILLED*ESSENTIAL FUNCTIONS

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.  Other duties may be required and assigned.

Prepares administrative support for the Tax Assessor’s department; prepares and/or processes administrative documents for the department to include purchasing documents, personnel forms, accounts payable documents, billing statements, invoices, travel expense forms, and inventory records; calculates and maintains timesheets and leave information for employees; obtains signatures when necessary; and submits to administrative documents to appropriate department or manager. 

Prepares documents, records, and forms requiring knowledge of department programs and services; prepares operational, statistical, and financial reports; researches, compiles, consolidates, and/or tabulates information; incorporates information from source documents into the preparation of assigned materials; and composes, drafts and/or prepares correspondence and letters; may transcribe documents.

Assists department management with budget related activities; collects and reports information used in developing budget proposals; monitors and reports expenditures; researches budget issues; and prepares budget reports and/or upon request.

Maintains the reception area, keeping it clean, professional and free of clutter.

Receives applications, administrative forms, work orders, registration forms, meeting rooms reservation requests or other documents from customers and/or employees; prepares documents for processing; receives and records payments.

Establishes, updates and maintains databases, files and records in automated information systems; enters data into system files and databases; researches and retrieves information from databases; incorporates data into assigned records and documents; creates statistical reports and summaries from data; and generates automated reports from systems. 

Maintains department/program references such as vendor lists, Code books, training manuals, standard operating procedures, and mailing lists.

Helps maintain employee records (soft and hard copies). Handles departmental filing.

Answers department main telephone lines; greets customers and visitors; provides customer assistance; retrieves requested documents; provides information regarding programs, services and procedures; refers callers or visitors to other staff members as appropriate; takes and ensures messages are passed to the appropriate staff member in timely manner.   

Schedules appointments, maintains calendars; and makes travel arrangements for department staff; maintains a calendar for assigned meeting spaces, conference rooms or other facilities; coordinates logistical arrangements for meetings including audio/visual equipment and catering; prepares and distributes meeting agendas and minutes.

Establishes filing systems; prepares folders, records and files for program/department documents and paperwork; implements records management and retention practices; photocopies documents and distributes and/or files; and requests information from other departments as necessary to complete department records/files. 

Receives, dates and distributes incoming mail; and prepares outgoing mail.

Operates a personal computer, telephones, copiers and other general office equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, or other system software.

ADDITIONAL FUNCTIONS

Performs other related duties as required.

MINIMUM QUALIFICATIONS

High school diploma or GED; supplemented by business classes and three years of progressively responsible administrative and clerical experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.  Microsoft Office mid-level expertise, including WORD, Excel and Power Point.

DESIRED QUALIFICATIONS

DESIRED SKILLS

• Organization skills to keep accurate records and find important information quickly.
• Time management skills to prioritize and complete a side variety of tasks throughout the day.
• Patience and listening skills to respond appropriate and interact positively with upset customers.
• Verbal and written communication skills to interact clearly with customers, vendors and other employees.

PERFORMANCE APTITUDES

Data Utilization:  Requires the ability to determine, calculate, tabulate, or summarize data/information. Includes performing subsequent actions in relation to these computational operations. 

Human Interaction:   Requires the ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility.

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

Verbal Aptitude:  Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.

Mathematical Aptitude:  Requires the ability to perform addition, subtraction, multiplication and division; ability to calculate decimals and percentages; may include ability to perform mathematical operations with fractions; may include ability to compute discount, interest, and ratios; may include ability to calculate surface areas, volumes, weights, and measures.

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.

ADA COMPLIANCE

Physical Ability:  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 work station.

Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds and visual cues or signals.   Some tasks require the ability to communicate orally.

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

Whitfield County, Georgia is an Equal Opportunity Employer. In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages both prospective and current employees to discuss potential accommodations with the employer.