Administrative Assistant

Gaston County Government; Gastonia (NC); On-site; USD 21,000 - 25,000; Full time

Job summary

Gaston County Government seeks a Records Administrative Specialist to support the Human Services Center. You will perform data entry across multiple systems, maintain case files, and assist social workers with records and referrals.

The role requires a high school diploma and 3 years' experience in records management, with a valid driver's license. The position also involves directing clients, greeting visitors, providing back‑up for the Child Abuse Hotline, and managing mail, faxes, and Notary

Qualifications

• High school diploma or equivalent required.
• Minimum 3 years experience in word processing, data entry, reception, and records management.
• Valid driver's license.
• Ability to lift at least 25 lbs.
• Criminal background check and drug screening required.

Responsibilities

• Utilizes multiple computer systems to process client histories and welfare records across several platforms.
• Performs data entry to update and maintain client information and scheduled events.
• Assists social workers by locating records and completing related summaries and referrals.
• Maintains and purges case files per County and State retention guidelines.
• Directs clients to appropriate services, greets visitors, and supports the Child Abuse Hotline when needed.
• Maintains state forms, Notary Certification, and office supplies; handles mail and faxes.

Education

High school diploma or equivalent

Tools

NC Fast

NC Child Welfare System

SIS/Central Registry

NCAOC-ACIS

VCAP

OLV

Laserfiche

Compass

DaySheets

Master Client Index

Job description

Protecting, caring for and empowering children and adults who are temporarily or permanently unable to care for themselves through the administrating of federal, state and county programs focused on improving the well-being of our citizens.

The goal of the Gaston County Human Services Center and Division of Social Services is to foster an agency which is professionally responsive to our citizens' needs through daily caring outreach and simultaneously serve as an advocate for those in need. We strive to be community-minded and community-spirited. We abide by federal, state and county operating instructions in providing services and we assist welfare recipients in attaining self-sufficiency.

The anticipated hiring range for this position is $15.48 - $18.38

The duties listed below are not all the duties that may be assigned but are those that are essential for an employee to perform.

• Utilizes multiple computer systems simultaneously to perform daily tasks, comprising of NC Fast, NC Child Welfare System, SIS/Central Registry, NCAOC-ACIS and VCAP, OLV, Laserfiche, Compass, DaySheets, FC System, and Master Client Index. This includes processing researches for Child Protective Services, Foster Care and Adoption social workers; to collect benefit and child welfare histories on clients, and criminal, civil, and RIL background histories on adult family members, residents, caregivers, and foster and adoptive parents.

• Performs data entry to update and maintain client information in Central Registry, DaySheets, MCI and Laserfiche, to include; client services, agency review dates, court dates, and client contacts to help ensure mandated guidelines.

• Assists social workers to obtain client and family records, birth and death certficates, marriage licenses, divorce decrees, immunization records, and medical records. Performs searches to find and locate client relatives and completes relative summaries for contact, along with family referral notifications.

• Maintains CFS case files for social worker cases; completes file set‑ups, pulls and distributes files, scans case files for electronic storage, and completes purge of case files per County guidelines and State Retention Schedules.

• Directs clients to appropriate programs for services, directs callers and visitors to the appropriate staff, greets visitors, and maintain visitor logs. Provides back‑up assistance to the Child Abuse Hotline. Receives, sorts and distributes incoming faxes and mail; prepares information for mailing. Works in file rooms to pull, file and purge records.

• Maintains state forms and supplies for use by social workers. Maintains Notary Certification to assist Social Workers with forms, documents, and DNA testing. Maintains office equipment, shred bins, and common office supplies.

• Must be available to work mandatory emergency shelters & other duties as assigned.

• Graduation from an accredited high school or its equivalent.
• Minimum 3 years experience in word processing, data entry, reception, and records management.
• Valid driver's license

Candidates must possess good communication, computer, and organizational skills, ability to lift at least 25 lbs.

The applicant selected must undergo a criminal background check and pass a drug screening test prior to employment

In compliance with G.S.153A-94.2 (b), if the position being filled requires an applicant for employment to work with children in any capacity, the County must require the applicant, if offered the position, to be subject to a criminal history record check conducted by the SBI. These checks must be performed in accordance with G.S.143B-1209.26, which authorizes the SBI to provide fingerprint‑based state and national criminal record checks to cities and counties.