Administrative Professional II (Business Operations)

Union County; Monroe (NC); On-site; USD 40,000 - 55,000; Full time

Job summary

Union County is seeking an Administrative Professional II to provide comprehensive administrative support across departments, maintaining accurate files, records, and reports. The role includes handling inquiries, coordinating meetings, and contributing to budget and invoicing processes with confidentiality and tact.

Responsibilities include client-facing service, mail and calendar management, and ensuring proper filing systems.

Qualifications

• High School Diploma or GED, and four (4) years of related experience; or an equivalent combination of education and experience.
• Proven ability to provide customer service with tact and confidentiality.
• Experience handling cash or budgeting-related activities may be required.
• Strong organizational skills and ability to manage files and records.

Responsibilities

• Provide administrative support for assigned department(s) and prepare reports and documentation.
• Process and distribute department mail, maintain calendars, and schedule meetings.
• Answer phones, greet visitors, direct inquiries, and relay messages accurately.
• Coordinate meetings and workshops, arrange space, and notify participants.
• Process invoices, monitor budgets, and perform basic accounting tasks.
• Maintain confidential records and ensure proper file retention and destruction.

Skills

Administrative support

Customer service

Data entry

Cash handling

Education

High School Diploma or GED

Tools

Computer

Cash register

Job description

The Administrative Professional II, under general supervision, performs functions such as administrative support; creating and maintaining accurate files, records, reports, and documents for use by the department and/or the public. The positions may be required to handle cash or perform a broader spectrum of bookkeeping/budget related activities. Provides customer service activities that includes responding to inquiries requiring technical knowledge about the department or county processes, policies and procedures. Many instances require tact and independent actions particularly when encountering sensitive or confidential matters.

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.

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.

PHYSICAL DEMANDS

Must be physically able to operate a variety of machinery and equipment including computers, printers, telephones, calculators, copiers, fax machines, cash registers, paper cutters, intercom, etc. Must be able to exert up to 30 pounds of force occasionally, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for Sedentary Work. Light Work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

WORK ENVIRONMENT

Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.