Sr Administrative Support Assistant - SFA

Mecklenburg County Government; Charlotte (NC); Hybrid; USD 35,000 - 43,000; Full time

Job summary

Mecklenburg County Government is seeking an experienced administrative professional to provide support to the Services For Adults leadership team, located onsite in Charlotte, NC. The role preserves accuracy in records, coordinates calendars, and handles confidential documents with discretion.

The position requires at least four years of administrative experience and a high school diploma or equivalent. Notary and bilingual skills are preferred; NCFAST and NC Courts familiarity is advantageous.

Qualifications

• Minimum of four years of administrative experience.
• High School Diploma or equivalent.
• Combination of relevant education and relevant experience accepted.

Responsibilities

• Provide administrative support to internal departmental staff.
• Respond to inquiries and resolve administrative issues that may arise.
• Prepare written correspondence such as memos, emails, presentations, forms, and other documents.
• Coordinate meetings, interviews and assist with program preparation.
• Prepare, develop or maintain reports, manuals, or interview documents.
• Conduct moderately complex research.
• Perform confidential data entry, create, organize and maintain files.
• Maintain supply levels and ordering stock.
• Use computers for various operations such as database management.
• Answer telephone or greet visitors and handle or direct inquiries to the appropriate persons according to the need/issue presented.
• Operate office equipment: fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions.
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as correspondence, or other material.
• Compose, type, and distribute meeting notes, agendas, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.
• Some positions may be required to support enrollment and eligibility activities performed in the NC FAST system.
• Some positions may be required to provide general guidance and direction to lower-level staff.

Skills

Customer service

Coordination

Judgement

Time management

Education

High School Diploma or equivalent

Tools

Microsoft Office Suite

Job description

SalaryRange: $25.53 to $31.07 per hour. Hiring Range: $25.53 to $26.39 per hour. This is a non-exempt position. Pay rates are based on education, skill, experience level and internal equity. Internal equity considerations include an assessment of the applicant’s salary history and qualifications in comparison to the market rate and requirements for the job.

At MecklenburgCounty, you’ll have the chance to build a career as unique as you are with support, inclusive culture, and technology to become the best version of you. We’re counting on YOUR unique voice and perspective to help Mecklenburg County become even better, too. Join us and build an exceptional experience for yourself, and a better working world for all.

The Mecklenburg County Department of Child, Family, & Adult Services strives to strengthen families and communities through a safety-net of services, collaborations, and hope. Our vision is to define and cultivate an organizational culture that is more compassionate and understanding toward each other and our clients.

Services For Adults (SFA) is a part of the Adult Services Division of the Mecklenburg County Department of Child, Family, and Adult Services. The division is responsible for three main program areas: Adult Social Work Services, the Senior Citizens Nutrition Program, and the Mecklenburg Transportation System (MTS).

Position Specific Information

Full time position located onsite at the Valerie C. Woodard Center, 3205 Freedom Drive, Charlotte, NC 28208.

Position will provide administrative support to the Services For Adults (SFA) leadership team.

• Processing monthly Adult Daycare(ADC) invoices.
• Coordinate Adult Daycare (ADC) Invoice Training with contracted vendors.
• Complete CLEAR database searches as requested.
• Prepare Guardianship Status Reports and upload them to NC Courts; must maintain Notary Public certification.
• Enter and process NCDHHS State documents: 5027, 5026, 7016 and 101’s forms in the appropriate state system.
• Coordinate calendars and schedule meetings for Services for Adults (SFA) Assistant Division Directors.
• Record, prepare, and distribute meeting minutes when applicable.
• Maintain accurate files, records, reports, and other confidential documents.
• Provide administrative and logistical support for SFA meetings, trainings, and special events.
• Perform additional administrative duties and special projects as assigned.

Position Summary

Perform progressively responsible administrative, clerical, and technical work. This position, under minimal supervision, is responsible for advanced administrative functions of variety and specialization in a department.

Essential Functions

• Provide administrative support to internal departmental staff
• Respond to inquiries and resolve administrative issues that may arise
• Prepare written correspondence such as memos, emails, presentations, forms, and other documents
• Coordinate meetings, interviews and assist with program preparation
• Prepare, develop or maintain reports, manuals, or interview documents
• Conduct moderately complex research.
• Perform confidential data entry, create, organize and maintain files
• Maintain supply levels and ordering stock
• Use computers for various operations such as database management
• Answer telephone or greet visitors and handle or direct inquiries to the appropriate persons according to the need/issue presented
• Operate office equipment: fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions
• Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as correspondence, or other material
• Compose, type, and distribute meeting notes, agendas, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports
• Some positions may be required to support enrollment and eligibility activities performed in the NC FAST system
• Some positions may be required to provide general guidance and direction to lower-level staff

Minimum Qualifications

Experience: Minimum of four years of administrative experience

Education: High School Diploma or equivalent

Combination of relevant education and relevant experience accepted? Yes

Licenses and Certifications:

• May require a valid North Carolina or South Carolina Driver's License
• May require County Driving Privileges

Preferred Qualifications

• Bilingual (Spanish and English) proficiency oral and written
• NC Notary Public
• Previous experience with and knowledge of NCDHHS forms and processes
• Previous experience with and knowledge of NC eCourts system
• Previous experience with and knowledge of NCFAST system

Knowledge

• Administrative and clerical procedures and systems using various computer operations, managing files and records
• Principles and processes for providing customer and employee services
• Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar

Skills

• Customer service
• Coordination and organization
• Judgement and decision making
• Time management

Abilities

• Adaptability: Maintain effectiveness when experiencing major changes in work responsibilities or environment; adjusting effectively to work within new work structures, processes, requirements, or cultures
• Building Trust: Interacting with others in a way that gives them confidence in one’s intentions and those of the organization
• Communication: Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the information provided
• Customer Focus: Effectively meeting customer needs; building productive customer relationships; taking responsibility for customer satisfaction and loyalty
• Initiating Action: Taking prompt action to accomplish objectives; take action to achieve goals beyond what is required; being proactive.
• Planning and Organizing: Establishing courses of action for self and others to ensure that work is completed efficiently
• Stress tolerance: Maintaining stable performance under pressure or opposition; handling stress in a manner that is acceptable to others and to the organization

Computer Skills

• Data entry
• Intermediate use in various computer applications.
• Proficient in various computer applications including Microsoft Office Suite

Work Environment

Works in an office setting with moderatenoise

Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Disclaimer Statement

This is not intended to be an all‑inclusive list of job‑related responsibilities, duties, skills, requirements or working conditions. Other duties may be assigned based on business need and the supervisor’s request. Mecklenburg County reserves the right to revise the job description at any time. Designated positions may be required to assist in emergency and/or disaster situations.