Administrative Professional II (Customer Support)

Union County; Monroe (NC); On-site; USD 32,000 - 46,000; Full time

Job summary

Union County is seeking an administrative support specialist to assist multiple departments with reports, correspondence, and documentation within established timeframes. The role includes calendar management, meeting coordination, mail distribution, and serving as a liaison across staff.

The ideal candidate will have a High School Diploma or GED and at least four years of related experience, with proficiency in data entry, Excel, and NCFAST/Compass systems.

Qualifications

• High School Diploma or GED with four years of related experience, or an equivalent combination.
• Strong organizational and communication skills; ability to handle confidential information.
• Experience with data entry, records management, and basic budgeting support.

Responsibilities

• Provide administrative support for assigned departments and prepare reports and documents.
• Handle mail, calendars, scheduling and meeting coordination.
• Answer calls, greet visitors and route inquiries to appropriate staff.
• Process invoices and assist with budget monitoring and records management.
• Maintain SOPs and file systems; ensure confidentiality.
• Enter data, generate forms and correspondences as needed.
• Assist with back-up duties for mailroom and switchboard.

Skills

Administrative support

Customer service

Data entry

Communication

Records management

Education

High School Diploma or GED

Tools

Excel

NCFAST

Compass Appointments

Compass Pilot

Fleet/Keyper system

Job description

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 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: Customer Support

Transmits client information to the workers through electronic means, communication devices, and paper flow, so that clients can be evaluated for the programs or service areas for public assistance by workers.

Accounts for postage, fee collection, EBT. card to clients, fee receipts and the like.

Logs all clients that enter into the Social Services department and adds them as a new client into the system or locates them in NCFAST.

Distributes EBT cards that are delivered to the Social Services department, and logs checks for North Carolina Health Choice and Program Integrity payments.

Greets and professionally directs clients and visitors to the appropriate location, department, or staff member.

Escorts individuals to meetings throughout the building.

Creates clients in Compass Appointments and Compass Pilot, scans documents into Compass Pilot and merges Compass duplicates.

Looks up clients in NC FAST to determine case status.

Takes payments and logs checks in Excel.

Creates appointments for late FNS recertifications.

Assembles the 5094, 5200, and FNS packets as needed.

Maintains an inventory of applications, brochures, flyers, and other informational materials and makes copies as needed to ensure adequate supplies are available for distribution to internal and external clients.

Maintains the Standard Operating Procedures (SOP) manual and makes updates and revisions as necessary to ensure information remains accurate and current. Ensures procedures support compliance with applicable regulations and departmental standards and provides staff wit clear guidance for completing tasks.

Registers and maintains the fleet and Keyper system for County vehicles housed at Human Services. Assists social workers with reserving County vehicles and helps ensure vehicles are properly tracked, available, and managed according to established procedures.

Provides backup support for the mailroom, switchboard, and loading dock to ensure continuity of daily operations and timely service to internal and external clients.

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.

Applicable to Identified Human Services PositionsOnly:

In order to perform work in this role 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 Human Services Agency’s Public Health Department and its Public HealthPersonnel Immunization and Tuberculosis Screening Policy* for employees serving in public health related functions. All documentation must be provided to the Public Health Department Employee Health Nurse prior to the first day of employment to allow time to review for compliance.

*All employee health and immunization records are securely maintained in strict compliance with HIPAA regulations.

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.