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ADMINISTRATIVE ASSISTANT DAWSON COUNTY PROBATION SERVICES Full-Time/Hourly/Non-Exempt JOB SUMMARY This position is responsible for providing administrative support to include but not limited to: greeting probationers and the public, answering incoming calls, directing calls to appropriate employees, mail distribution, flow of correspondence, maintain all office files as well as additional clerical duties. MAJOR DUTIES Answers all incoming telephone calls. Greets probationers and the public and ascertains their concerns, in person and on the phone. Determines, directs, and transfers callers to the appropriate departmental employee. Assists in ordering and purchasing office supplies. Receives, sorts, and forwards incoming mail and interoffice mail. Assists in maintaining calendars and scheduling appointments as needed. Assists with other clerical duties such as photocopying, faxing, filing, & scanning. May assist in the preparation of reports, summaries, and analyses as requested. May assist in the processing of invoices and payments as needed. Relays messages and disseminated information to department employees; types correspondence as needed. Opens new client files, including appropriate notation and filing of sentences related to criminal cases. Maintains and notates electronic files in the office case management system. Manages closed files storage. Sends notification letters to clients for office appointments. Assists in scheduling appointments with probation officers. Performs other related duties as assigned. DAWSON COUNTY GOVERNMENT 25 Justice Way, Suite 2233 Dawsonville, GA 30534 (706) 344-3501 ---PAGE BREAK--- 2 KNOWLEDGE/ SKILLS / ABILITY KNOWLEDGE OF: Modern office principles and procedures. Light bookkeeping and accounting knowledge. Good computer skills, including formatting documents. County ordinances, codes, policies, and procedures. SKILLED IN: Organization; establishing and maintaining records. Operating modern office equipment, such as a computer, calculator, facsimile machine, and copier. Handling high volume of complex work; preparing a variety of material and prioritizing workload. Communication, both verbal and written, is vital. Interpersonal skill as applied to interaction with co-workers, management, probationers, and the general public. Performing calculations and spreadsheets in Excel. ABILITY TO: Effectively present material either orally or in a written format. Establish and maintain an effective working relationship with fellow county employees, department heads, elected officials, county management, attorneys, clients and the general public. COMPLEXITY The work consists of related technical and administrative duties. The volume of duties performed and time constraints contribute to the complexity of the work. CONTACTS Contacts are typically co-workers, other county employees, clients, misdemeanor probationers, and the general public. Contacts are typically to give or exchange information, resolve problems, and provide services. ADA MINIMUM REQUIREMENTS Scope of Performance: The purpose of this position is to provide administrative support to the attorneys and staff of the Public Defender office. Successful performance contributes to the efficient operation of the department. Physical Ability: T h e w o r k i s t y p i c a l l y p e r f o r m e d w h i l e s i t t i n g , s t a n d i n g , walking, bending, crouching, or stooping. The employee must occasionally lift light and heavy objects, up to 5 pounds regularly and up to 25 pounds occasionally. Specific vision abilities required by this job include close ---PAGE BREAK--- 3 vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. Clear hearing and speech are required. Environmental Factors: The work is typically performed in office settings. Fast paced, requiring flexibility in handling a variety of functions simultaneously. SUPERVISORY AND MANAGEMENT RESPONSIBILITY The Administrative Assistant with oversight of the Chief Probation Officer assigns cases to probation officers in terms of established guidelines. Completed work may be spot-checked for compliance with procedures and the nature and propriety of the final result. MINIMUM QUALIFICATIONS / CERTIFICATIONS Applicant must possess a high school diploma or GED equivalent plus a mi n i m u m o f t w o y e a r s ’ e x p e r i e n c e i n a r e l a t e d f i e l d ; or any equivalent combination of education and experience which provides a sufficient level of understanding of the essential duties of the position. Specialized training in the field of work, in addition to basic skills typically associated with an associate degree in a related field preferred. Excellent verbal and written communication skills. Possess exceptional interpersonal communication, data entry and organizational skills. Skilled in operating modern office equipment and knowledgeable in office procedures and administrative methods. Microsoft Office proficient. Interact with the public in a professional and courteous manner and provide good customer service. Possess a valid Georgia driver’s license and maintain a satisfactory Motor Vehicle Record (MVR). Applicant must be able to pass a background check and drug screening. The duties listed above are intended only as illustrations of the various types of work that may be performed. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. I have read the above job description and understand the requirements. Signature: Date: Witness: ---PAGE BREAK--- 4 Revised 7.2025