Answers telephone and greets visitors; provides information and assistance.
Receives customer complaints and inquiries; resolves or forwards to appropriate personnel.
Prepares correspondence, memoranda, forms, related invoices, purchase or work orders, reports, and check requisitions as needed.
Prepares agenda and supporting documents for departmental and other requested meetings.
Receives and processes incoming mail and shipments.
Orders office and operating supplies and maintains inventory for the department.
Performs related duties as assigned.
Department Specific Duties include:
Accounting:
Maintains Accounts Payable files
Updates various excel spreadsheets for accountants
Filing and retrieving of invoices
Reviews, verifies and enters invoices for payment.
Researches and resolves invoice discrepancies.
Verifies all vendor registration documents; maintains vendor registration files.
Updates purchase order statistics for management.
Assists Purchasing Coordinator with purchase orders.
Economic Development:
Develops informational materials for the department.
Provide support for Main Street Program, including purchasing, recordkeeping, budget development, accounting, meeting agenda’s & minutes, and preparing required reports.
Responsible for coordination of medial releases.
Supports the Director with Downtown Development Authority functions, including strategic planning, meeting management, meeting agenda’s & minutes, report preparation.
Print and assemble monthly meeting packets, email board members, set up trainings / hotel stays, photos of grant winners, mailing grant checks, nomination forms
Manages rentals of Historic City Hall including booking/tours; recordkeeping; rental contracts
Requires weekend hours generally one weekend a month.
Fire:
Processes necessary forms for Georgia Firefighter Standards and Training Council for certification.
Prepares bid requests, collects bids, processes purchase orders, and maintains records on same.
Prepares time records and related for payroll purposes.
Fleet Maintenance:
Prepares bi-weekly billing for city-wide fuel purchases and fuel usage reports.
Prepares bi-weekly Fleet Maintenance billing and related monthly reports.
Maintains vehicle maintenance records.
Manages city-wide fuel card accounts.
Maintains department personnel files, leave records, and employee worked and non-worked hours for payroll and planning purposes.
Prepares requisitions for blanket purchase orders and bulk fuel purchases.
Develops and maintains a parts inventory database.
Human Resources:
Manages invoices, related files and records.
Files documents as directed.
Assists with HR related events and projects.
Information Technology:
Maintains checkbook
Tracks renewals for products and services
Police, Criminal Investigations Division:
Processes weekly timesheets for division personnel; maintains holiday, vacation and sick leave time.
Maintains department personnel files.
Serves as liaison between the department and the Office of Risk Management for all employee injury and accident reports.
Assigns case file numbers and maintains logs for all investigator arrests; maintains arrest records for each individual arrested; files and maintains all follow-up reports, investigator case files, active warrant files, and juvenile files.
Receives payments for citations, background checks and expungements.
Provides customers with incident and accident reports; receives payments.
Completes and balances a ledger of monies received; closes out drawers and prepares deposits.
Processes releases for vehicle impounds.
Issues golf cart permits.
Assists with monitoring and entering data into the GCIC database.
Maintains office supply inventory; reorders as needed.
Maintains Terminal Agency Coordinator certification.
Develops and implements records storage and disposal policies
Police, Uniform Patrol Division:
Processes open record requests in compliance with Georgia Open Records Act requirements; attends related training as required.
Maintains department personnel files.
Processes weekly timesheets for division personnel; maintains holiday, vacation and sick leave time.
Renews all necessary permits, user agreements and the animal shelter license.
Researches and retrieves incident and accident reports, videotapes or photographs for the District Attorney or State Solicitor for trials; runs criminal and driver histories.
Receives and distributes subpoenas.
Attends and records minutes of COMSTAT meetings; types and distributes minutes as appropriate.
Processes background checks for potential employees.
Maintains and destroys documents according to appropriate records retention schedules; maintains log of destroyed documents.
Serves as liaison between the department and the Office of Risk Management for all employee injury and accident reports.
Serves as the department’s Terminal Agency Coordinator; completes required training and maintains required certification; trains and certifies department personnel; maintains certification files and records; organizes and completes the audit process; supervises record validations; responds to related after-hours emergencies.
Solid Waste:
Processes and maintains accident and injury reports.
Develops informational materials for the division.
Processes hauler permits.
Prepares special handling and yard waste forms.
Maintains customer database.
Assists in the monthly billing of commercial customers.
Maintains database of mobility impaired customers.
Water Distribution:
Processes monthly invoices for hydrant meters.
Records and maintains meter change out data; reports all change out information to customer service personnel, prepares related reports.
Maintains department personnel files, leave records, and employee worked and non-worked hours for payroll and planning purposes.
Maintains budget and related records/requests.
Provides information and assistance to field personnel as needed.
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