Salary : $28,138.00 – $42,207.00 Annually
Location : Monroe, NC
Job Type: Full-Time Regular
Job Number: 531078
Department: Human Services Business Operations
Opening Date: 10/04/2023
Closing Date: 10/18/2023 11:00 PM Eastern
General Statement
The Administrative Support Specialist, under general supervision, provides routine and non-routine clerical/administrative support which may include drafting/typing correspondence, data entry, reports, charts, graphs, using word processing, spreadsheet, database, or presentation software; basic bookkeeping, greeting and screening calls/visitors and/or providing information; preparing agendas, travel and/or meeting/special event arrangements; filing, copying, faxing opening/sorting mail and managing supervisor’s or department’s calendar.
Essential Functions
Serves as a receptionist or first line liaison to internal and external contacts and provides general office support.
Greets customers, answers telephone, and provides directions or information to solve routine issues.
Communicates routine and general information to staff, customers, and/or the public about standard services, processes, and procedures using prescribed methods or established guidelines.
Schedules/cancels appointments and meeting.
Establishes and maintains office files and activity logs.
Assists with routine travel arrangements.
Receives, processes, and ensures confidentiality of sensitive information and materials.
Maintains inventory of office equipment and supplies.
Maintains and updates mailing lists; organizes and implements mass mailings.
Performs routine data entry.
Review documents and ensure proper format.
Prepares, processes, updates, and compiles routine documents, correspondence, records, and reports.
Opens’ sorts, and distributes mail.
Collates, staples, and distributes duplicated materials.
Delivers and/or picks up documents, equipment, or supplies.
Collects/processes fees and payments.
Provides back-up support as needed.
Performs other related duties as assigned.
POSITION SPECIFIC FUNCTIONS:
Human Services – Business Operations
Processing reservations.
Communicates with large groups to best decide what would help them the most.
Communicates changes, cancellations, and payments via telephone.
Processes credit letters; files reports.
Deposits money collected daily.
Scans all documents for Childcare.
Verifies all returned mail.
Assists in pulling files for fraud cases.
Assists with scanning mail and running outgoing mail on mail machine.
Assists with printing applications, envelopes, and other forms on duplicator.
Delivers envelopes to workers that request them.
Verifies information for loose paper work that clients send to ensure proper delivery.
Assists with pulling Laserfiche forms reports.
Assists with administrative aspects of procurement of hardware and software.
Inputs data into Excel spreadsheets and may use formulas to manipulate data.
Assists with coordinating and maintaining shred service.
Assists with deliveries at the dock to include tracking packages.
Assist with monthly inspections on fleet vehicles and coordinates with designee for required and incidental maintenance.
Assists with event planners set ups and take downs.
Acts as backup to Switchboard.
Responsible for daily courier service
Assists with customer service front desk and navigation.
Qualifications
MINIMUM QUALIFICATIONS
Education and Experience:
High School Diploma or an acceptable equivalency diploma (GED) with one (1) year of related experience; or equivalent combination of education and experience.
Licenses or Certifications:
Must have a valid Driver’s License and be able to maintain a safe driving history as defined by the Union County Vehicle Use Policy.
Special Requirements:
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.
PREFERRED QUALIFICATIONS
Education and Experience:
High School Diploma or an acceptable equivalency diploma (GED) with two (2) years of related experience; or equivalent combination of education and experience.
Licenses or Certifications:
Must have a valid Driver’s License and be able to maintain a safe driving history as defined by the Union County Vehicle Use Policy.
Supplemental Information
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 unpredictable requirements or demands.
INSURANCE PROGRAMS
HEALTH INSURANCE
All full-time employees and their eligible dependents can participate on the first day of the first full month of employment. You must sign up for coverage within your first 30 days of employment or wait until the annual enrollment period. Health Reimbursement Account Preventative Care Coverage Prescription Coverage Vision Coverage
DENTAL INSURANCE
All full-time employees and their eligible dependents can participate on the first day of the first full month of employment. You must sign up for coverage within your first 30 days of employment or wait until the annual enrollment period.
LIFE INSURANCE
Basic Term life Insurance in the amount of one times the annual salary is provided for all full-time and benefitted part-time employees. Additional coverage is available for purchase through payroll deduction for the employee and eligible dependents.
FINANCIAL PROGRAMS
RETIREMENT
Membership in the North Carolina Local Government Employees Retirement System is a requirement for all full-time and benefitted part-time employees. Employees contribute six percent (6%) of their annual compensation before it is taxed. If you leave County service before retirement, you may withdraw your retirement contributions or elect to freeze your contributions in anticipation of future local government employment. If you have five (5) years of service, you are 100% vested in the NCLGERS.
NC401(k)
The NC401(k) supplemental retirement program is available to full-time and benefitted part-time employees. The County establishes this 401(k) account for each eligible employee and makes a five percent (5%) contribution based on biweekly earnings. Employees may elect to make voluntary contributions through payroll deduction.
457 DEFERRED COMPENSATION
The 457 Deferred Compensation program is available to all employees through payroll deduction. Deferred compensation is a voluntary investment plan to supplement retirement income and to defer taxable income.
FLEXIBLE SPENDING ACCOUNTS
Options are available to regular full-time and benefitted part-time employees who wish to use pre-tax dollars for eligible medical, pharmacy, dental, vision, and daycare expenses. The Flex Debit Card program gives you instant access to your account funds.
Health Care Spending Account — Section 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible health care expenses.
Dependent Care Spending Account — Section 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible dependent care expenses.
DIRECT DEPOSIT
Deposit of your paycheck will be made to checking or savings accounts in a bank of your choice.
CREDIT UNION
Local Government Federal Credit Union membership is available to all employees. Once you join, you can remain a member for as long as you choose. Immediate family members such as: spouse, children, stepchildren, brothers, sisters and parents can all become members.
TRUIST
No Overdraft Fees
$100 Negative Balance Buffer
Online and Mobile Banking with Bill Pay
LEAVE PROGRAMS
VACATION LEAVE
Vacation leave is accrued based on creditable years of service in the Local Government Employees Retirement System.
SICK LEAVE
For full-time County employees, sick leave accrues at eight (8.0) hours per month. Benefitted part-time employees accrue prorated sick leave based on a percentage of the full-time rate. Your unused sick leave balance can be applied as creditable service toward a service retirement under the guidelines of the NCLGERS.
SICK LEAVE TRANSFER FROM OTHER AGENCIES
Unused sick leave earned from another North Carolina Governmental Agency and/or entity, will be accepted and transferred to the County as follows: twelve (12) sick leave days will be transferred and added to the employees active sick leave balance after completion of six (6) months of employment. The remaining balance of sick leave documented for transfer at the time of employment will be recorded in the employees permanent personnel file. On the fifth anniversary of employment with the County, the remaining balance of transferred sick leave will be added to the employees active sick leave balance.
HOLIDAYS
There are 11 County recognized holidays per year with 1 floating holiday available.
MILITARY LEAVE
Annual Training – 10 paid workdays granted.
Active Duty – 20 paid workdays granted.
CIVIL LEAVE
Paid leave is provided to full-time or regular part-time County employees called for jury duty or as a witness of the court for the federal or state government, or a subdivision thereof.
FAMILY & MEDICAL LEAVE ACT
Federal law provides job protection and continuation of existing paid health insurance during 12 weeks of leave, paid or unpaid, to an eligible employee for qualifying events. These events can include birth or adoption, and serious illness of an immediate family member, or of the employee.
PAID PARENTAL LEAVE
Parental Leave provides the employee paid leave for the first eight weeks of approved FML for the birth of a son or daughter, or placement with the employee of a son or daughter for adoption or foster care.
ADMINISTRATIVE LEAVE
Educational Leave is available to regular full-time and benefitted part-time employees when participating in a job-related, short course, such as an update, not to exceed ten (10) consecutive working days.
VOLUNTEER TIME OFF
Volunteer Time Off will provide employes with 16 hours of paid time per calender year to volunteer at approved Union County community partner agencies.
OTHER PROGRAMS
EMPLOYEE ASSISTANCE PROGRAM
The Employee Assistance Program is open to all employees and their dependents. It is a confidential service provided at no cost to the employees of the County. EAP provides certified counselors who administer assessment and brief therapy to employees who want help with a variety of personal and work-related issues such as stress, parenting concerns, grief, alcohol/drug use, family problems, financial concerns, and work-related problems.
AQUATIC AND FITNESS CENTER
We believe that staying healthy is more than just exercising regularly and eating well. Individual and family discount membership and monthly dues are available to full-time and benefitted part-time employees through payroll deduction.
NATIONAL COLLEGE SAVINGS PROGRAM
The National College Savings Program is open to all employees. The Program is designed to provide certain tax advantages, encourage and facilitate saving to pay the costs of attending eligible institutions.
01
Do you have a High School diploma or GED?
- yes
- no
02
How many years of administrative experience do you have?
- None
- 1 to 2 years
- 3 to 4 years
- 5 or more years
03
Do you have any reservations about serving the public in a pandemic environment?
04
Describe what customer service means to you.
05
Describe your experience related to this position.
Required Question