Code 9020

LEE COUNTY, GEORGIA
CLASSIFICATION DESCRIPTION

CLASSIFICATION TITLE: ADMINISTRATIVE ASSISTANT

PURPOSE OF CLASSIFICATION

The purpose of this classification is to perform secretarial/administrative work associated with providing support and
processing information/documentation relating to an assigned department.



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.

Provides administrative support for the assigned department; processes a variety of documentation associated with
department operations within designated timeframes and per established procedures.

Performs office management functions; coordinates daily activities of assigned department; monitors status of
projects/workflow and troubleshoots problem situations; works to independently resolve problems and initiates
appropriate action/response.

Provides secretarial/administrative support for management and/or staff of assigned department; relieves management
staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate
action/response; types, composes, edits, or proofreads various documentation.

Serves as liaison between the assigned department and other departments, staff members, County officials, the public,
business representatives, outside agencies, or other individuals or organizations; conveys information among
department personnel.

Maintains calendar of activities; schedules and confirms appointments, meetings, interviews, conferences, or other
activities; updates calendar on a regular basis and notifies parties involved of changes.

Coordinates arrangements for various meetings, which may include preparing agendas and meeting packets,
coordinating room setup/refreshments, attending meetings, recording/transcribing meeting minutes, distributing
documentation, maintaining records, or other tasks as necessary.

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate
personnel, and records/relays messages; initiates and returns calls as necessary.

Performs customer service functions in person, by telephone, and by mail; provides information/assistance regarding
department services, procedures, fees, or other issues; responds to routine questions or complaints; researches
problems/complaints, initiates problem resolution, and performs follow-up to ensure necessary action is taken.

Processes accounts payable and financial documentation; reviews invoices, assigns proper budgetary codes, and
forwards for payment; monitors departmental expenditures under current budget.

Processes payroll documentation; reviews employee timesheets for accuracy, researches discrepancies, and forwards
for approval. May also enter payroll data into computer for payment; maintain attendance records and confidential
employee files; distribute payroll checks.

Lee County, Georgia • Administrative Assistant 9020

Receives payments for various fees/services; records transactions, posts payments, and issues receipts; prepares
revenues for deposit and forwards as appropriate.

Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in
computer database; verifies accuracy of entered data and makes corrections.

Types, prepares, and/or completes various forms, reports, correspondence, lists, logs, schedules, notices, agreements,
statements, work orders, budget information, agendas, meeting minutes, warrants, inventory records, training records,
or other documents.

Receives various forms, reports, correspondence, logs, lists, time sheets, incident reports, warrants, pawn sheets,
payments, invoices, training records, applications, computer guides, maps, plats, ordinances, policies, procedures,
manuals, directories, reference materials, or other documentation; reviews, completes, proofreads, processes, forwards
or retains as appropriate.

Maintains file system of various files/records for the department; prepares files, organizes documentation, and files
documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.

Maintains current lists, directories, operating manuals, policies, procedures, maps, organizational charts, and other
reference materials.

Conducts research of department files, database records, electronic data sources, Internet sites, hardcopy materials, or
other sources as needed.

Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work
activities; initiates requests/orders for new or replacement supplies.

Operates a personal computer, general office equipment, two-way radio, fuel system, digital camera, motor vehicle, or
other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet,
database, desktop publishing, e-mail, Internet, or other computer programs; performs basic maintenance of computer
system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates
service/repair activities as needed.

Communicates with supervisor, employees, other departments, County officials, law enforcement personnel, public
safety personnel, attorneys, government agencies, vendors, developers, appraisers, surveyors, the public, outside
agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or
resolve problems.

Maintains a comprehensive, current knowledge of applicable laws/regulations; reads professional literature; attends
workshops and training sessions as appropriate.



Assignment to Sheriff’s Department may involve the following additional duties:

Organizes case files and assembles case folders; makes copies of case files for district attorney’s office;
maintains records of pending, inactive, and closed cases.

Operates state criminal information computer systems (GCIC) to retrieve/update criminal information and
motor vehicle/license records; enters, removes, confirms, modifies, and/or updates entries and data as
needed; receives and processes requests to obtain outstanding warrant information, criminal history reports,
or driver history reports; researches stolen items in GCIC database; validates GCIC records and produces
GCIC validation reports; produces monthly GCIC statistical reports of reportable incidents; ensures
integrity/security of data and adherence to GCIC requirements; assists in troubleshooting GCIC terminal
problems; assists in checking GCIC workbooks as needed.

Lee County, Georgia • Administrative Assistant 9020

Processes warrants; logs warrants generated by the department and warrants received from other agencies;
enters warrant data into state criminal information computer (GCIC) system; prepares warrants for service by
law enforcement personnel; makes service appointments for deputies, investigators, and vehicles.

Proofreads incident reports for accuracy and enters into computer; posts active incident reports to convey
incident information to shift personnel; downloads case photographs as part of incident records and provides
to officers.

Maintains current documentation for department; maintains current sex offender registry for public
information; maintains copies of domestic violence reports for use by domestic violence task force; maintains
current pawn records and vehicle records for cross-reference use by investigators; maintains current lists of
officers and employees; maintains current jail handbook, inmate handbook, and inmate forms.

Performs miscellaneous tasks in support of the Sheriff’s Department; conducts body searches of offenders;
obtains urine samples and distributes results of urine testing; prepares jail menus; processes lunch tickets and
revenues.

Assignment to Public Works Department may involve the following additional duties:

Provides direction, training, guidance and assistance to community services workers; organizes, prioritizes,
and assigns work; monitors status of work, inspects completed work, and troubleshoots problem situations.

Processes accounts receivable and customer account documentation; prepares and processes customer account
applications, notices, invoices, or other documents.

Prepares and distributes work orders; dispatches service calls and assists field personnel via two-way radio.

Organizes and maintains fuel systems; issues gas keys to County employees; maintains gas usage data and
prepares fuel reports.

Solicits donations and support from local businesses.

Assignment to Fire Department may involve the following additional duties:

Maintains records of fire reports; logs/tracks the number and type of fires occurring in the County; assigns
case numbers to fire reports.

Maintains hydrant records; prepares tags for new hydrants.

Maintains training records for firefighters; logs training details and hours for each firefighter; submits training
data to Georgia Firefighters Standards & Training agency.

Maintains records of training exercises for Georgia Emergency Management Agency (GEMA); maintains
current GEMA notices and information; submits records of training exercises for submittal to GEMA for
disaster funding.

Maintains records of maintenance activities on fire trucks/vehicles.

Lee County, Georgia • Administrative Assistant 9020

Assignment to Planning & Development Department may involve the following additional duties:

Prepares grant applications; determines documentation required for grant updates; administers approved grant
programs under direction of County Planner.

Coordinates final approval of developments in the County; records approved subdivisions.

Obtains complete legal documentation; schedules attorney review of documentation.

Records all applications and fees for zoning, variance, conditional use, plan review, and final approval
requests.

Conducts special projects as assigned.

Compiles or monitors administrative and/or statistical data pertaining to department operations; analyzes and
summarizes data; prepares data projections and reports; coordinates collection of data and preparation of
administrative reports of activities and time/attendance records.

Prepares a variety of reports to submission to state/federal agencies; ensures timely submission of required
reports to appropriate agencies/individuals.

Assists in developing long/short range strategic planning for overall development of the County and cities.

Posts zoning signs as required.

Submits legal advertisements to local legal organ.

ADDITIONAL FUNCTIONS

Performs general/clerical tasks, which may include making copies, sending/receiving faxes, distributing
documentation, processing incoming/outgoing mail, or conducting errands.

Performs general housekeeping tasks associated with maintaining work area.

Provides assistance or backup coverage to other employees or departments as needed.

Performs other related duties as required.




MINIMUM QUALIFICATIONS

High school diploma or GED; supplemented by college level course work or vocational training in office
administration and personal computer operations; supplemented by three (3) years previous experience and/or training
that includes office administration, administrative/secretarial work, basic bookkeeping, customer service, data entry,
personal computer operations, and experience in department/area of assignment; or any equivalent combination of
education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Operation
of Georgia Criminal Information Center (GCIC) computer system requires possession and maintenance of valid GCIC
Terminal Operator certification. Operation of a motor vehicle requires possession and maintenance of a valid Georgia
driver’s license.

Lee County, Georgia • Administrative Assistant 9020

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, 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. May
include counting, recording of counts, and basic measuring.

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 colors or shades of colors and
visual cues or signals. Some tasks require the ability to communicate orally.

Environmental Factors: Performance of essential functions may require exposure to adverse environmental
conditions, such as traffic hazards.




Lee 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.