Administrative Professional II - Bilingual (Business Operations)

Union County, NC; Monroe (NC); On-site; USD 38,000 - 46,000; Full time

Job summary

Union County, NC seeks an Administrative Assistant to provide clerical support to the Human Services unit. You will process reports, manage mail and calendars, greet visitors, answer calls, and coordinate meetings to ensure timely delivery of documentation.

The role requires a High School diploma or GED with four years of related experience, or an equivalent combination. Bilingual Spanish is required for client and agency communication, and you will handle invoices and basic budgeting tasks.

Qualifications

• High School Diploma or GED with four years of related experience required.
• Equivalent combination of education and experience acceptable.
• Bilingual Spanish required for communication within Human Services.

Responsibilities

• Process and prepare reports, correspondence, presentations, and other documents for department operations.
• Manage department mail, calendars, and scheduling; greet visitors and answer calls.
• Serve as liaison between departments and relay information to staff; provide assistance as needed.
• Coordinate meetings and workshops; arrange space and notify participants.
• Process invoices and assist in budget monitoring and basic accounting tasks.
• Maintain confidential records and operate data entry functions.

Skills

Bilingual Spanish

Customer service

Data entry

Communication

Education

High School Diploma or GED

Job description

Essential Functions

Provides administrative support for the assigned department(s); processes and prepares a variety of reports, correspondence, presentations, and other documentation associated with department operations within designated timeframes and per established procedures.
Collects, opens, and distributes department mail; maintains department calendars and schedules meeting or other activities.
Acts as a liaison with other departments and conveys pertinent information among department staff.
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; provides information/assistance regarding department services, activities, and procedures; distributes forms forms/documentation as requested; and responds to routine questions or complaints and initiates problem resolution.
Coordinates arrangements for meetings and workshops; notifies meeting participants of date/times; and secures meeting space.
Processes invoices for payment in accordance with established procedures; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns appropriate budget code; forwards invoices and associated documentation to Finance for processing.
May assist in preparing/monitoring department budget; monitors status of expenditures in relation to available funds in budget accounts; works with the Budget office to prepare budget transfer forms. Performs monthly cash handling, p-card reconciliation and processing, and bookkeeping functions.
Maintains confidentiality of departmental issues and documentation.
Maintains file systems of various files/records for the department; prepares and sets up files; sorts/organizes documents to be files; files documents in designated order; retrieves and replaces files; purges, shreds, or destroys confidential or obsolete documents and files in compliance with records retention policies and procedures.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions verifying the accuracy of entered data.
Composes, prepares, or completes various forms, reports, correspondence, spreadsheets, presentations, or other documents.
Performs other related duties as assigned.

Positions-specific Functions

Human Services – Business Operations

Conveys communication between provider and client while converting the exchange between one language to another (English and Spanish).
Interprets and translates for all economic services within the agency, dental clinic, and WIC. Translates for outside agencies within the county.
Provides administrative support requiring understanding of processes and procedures for the day to day operations of Human Services.
Greets customers/visitors, provides information as appropriate, directs, reviews, screens as needed to direct clients visiting Human Services.
Provides backup as needed for the switchboard and mailroom.

Qualifications

MINIMUM QUALIFICATIONS

Education And Experience

High School Diploma or an acceptable equivalency diploma (GED), and four (4) years of related experience; or equivalent combination of education and experience.

Special Requirements

This position may be subject to a fingerprint background check. Per NC General Statute 153A-94.2(b), applicants for a position of employment required to work with children in any capacity will be required to electronically submit fingerprints to the NC State Bureau of Investigation for a state and national criminal history record.

Human Services (Business Operations)

Bilingual Spanish.

Applicable to Identified Human Services Positions Only: In order to perform work in this role, within (30) thirty days of employment you must provide immunization records, provide proof of immunity, or receive/start the required vaccination series, as applicable, along with complying with any necessary screenings, as required by the Union County Division of Public Health and its Healthcare Personnel Immunization and Tuberculosis Screening Policy, in accordance with applicable law.

Supplemental Information

PHYSICAL DEMANDS

Must be physically able to operate a variety of machinery and equipment including computers, printers, tele