GENERAL NATURE OF WORK
The purpose of this specific position is to perform administrative work in support of the assigned department of Short-Term Rentals, which includes the management of data processing, including violations and complaints. Coordinate administrative functions of multiple work units. Work involves performing routine administrative functions, performing bookkeeping functions, processing departmental documentation/information, typing/preparing documents, answering telephone calls, providing customer service, and maintaining files/records. Work also involves coordinating meetings and providing administrative support for boards/committees, researching and compiling data.
JOB RESPONSIBILITIES
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Data Processing will be responsible for confirming Short-Term Rental violations and complaints, recording and processing notifications of property owners and following the violation and appeal through to resolution.
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Creating a database of pertinent Short-Term Rental statistics and maintaining up to date facts.
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Responsible for identifying, notification, internal tracking and citizen follow up for multiple types of code violations.
- Track monthly hotel/motel receipts with information provided by the Finance Department.
- Coordinates and provides administrative/clerical support for an assigned department; processes a variety of documentation associated with department operations within designated timeframes and per established procedures.
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Provides more complex administrative support for management of assigned department; relieves management of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, edits, or proofreads correspondence on behalf of management; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information.
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Serves as department liaison between the assigned department, other departments, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information.
- Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate staff, and records/relays messages; responds to requests for service/assistance; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via two-way radio.
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Performs customer service functions in person, by telephone, or by mail; provides information or assistance regarding department services, activities, forms, procedures, fees, or other issues; receives and/or disseminates forms/documentation; responds to routine questions/complaints, research problems, and initiates problem resolution; refers complaints/problems to appropriate personnel.
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Performs data entry functions by keying data into computer system; enters, retrieves, reviews or modifies data in computer database; scans documents into computer; verifies accuracy of entered data and makes corrections; develops databases and computerized reports.
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Maintains file system of various files/records for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.
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Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, 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; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
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Prepares, types, proofreads, and/or completes various forms, reports, correspondence, newsletters, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, inventory records, spreadsheets, or other documents.
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Operates a personal computer, scanner, telephone, postage machine, dictation equipment, shredder, general office equipment, two-way radio, or other equipment as necessary to complete essential functions, to include the use of word processing, spreadsheet, database, presentation, graphics, desktop publishing, e mail, Internet, or other computer programs; provides training and/or technical support for other system users; performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner.
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Communicates with supervisor, employees, volunteers, other departments, County officials, other municipalities, government agencies, attorneys, engineers, contractors, vendors, sales representatives, customers, the public, community organizations, outside agencies, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
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Maintains confidentiality of departmental documentation and issues.
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Other duties may be required and assigned.
KNOWLEDGE, ABILITY AND SKILLS
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Ability of speaking and/or signaling people to convey or exchange information. Includes giving assignments and/or directions to other members or assistants.
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Ability to record and deliver information, to explain procedures, to follow verbal and written instructions.
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Must be adaptable to performing under considerable stress when confronted with an emergency.
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Ability to deal professionally and fairly in interactions with the public; to effectively communicate with the public; and to establish and maintain effective working relationships with coworkers, other county departments and employees as well as with county officials.
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Ability to compare and or judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
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Ability to utilize mathematical formulas; add and subtract totals; multiply and divide; determine percentages; determine time and weight.
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Ability to ensure that all rules, regulations, standards, and ordinances are well documented and kept up to date.
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Ability to accurately type 40 words per minute.
- Ability to learn, comprehend, and apply all County and/or departmental policies, practices, and procedures necessary to function effectively in the position.
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Ability to exercise judgment, decisiveness, and creativity in situations involving evaluation of information against measurable or verifiable criteria.
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Ability to communicate effectively with supervisors, other staff members and the public.
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Exceptional MS Word and Excel skills to create complex form documents and spreadsheets.
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Advanced user skills required.
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Detail oriented, experience no organizing files and creating a file system for maintaining documents and forms.
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Must have excellent customer service skills and a positive outlook. We have daily contact with the public.
MINIMUM QUALIFICATIONS
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Must have a High School Diploma or GED equivalent.
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2-3+ years of office administration experience or any equivalent combination of education, training, and experience.
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Must have a valid Georgia driver’s license.
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Possesses or ability to obtain Notary Public status.
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Experience preferred creating reports in and using Neumo (formerly GovOS) and Geopermits application skills are a plus.
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Must take and pass an Advanced Word Processing Test
ADA Requirements: Individuals applying for the posted position must be able to perform the essential functions of the position with or without reasonable accommodation.
Physical Requirements: 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.
Work Environment: Essential functions are regularly performed without exposure to adverse environmental conditions.
