Administrative Support Specialist - Vance County

The Human Resources office is not able to provide status updates by telephone

JOB SUMMARY

The Administrative Support Specialist works independently to perform a variety of responsible administrative and program support duties requiring a comprehensive understanding of the departmental mission, rules, regulations, procedures and services

An employee in this class performs a variety of administrative and technical support duties for the Jail

Positions in the class require information processing, office management, and may include some program management tasks

Typically, positions in this class are responsible for maintaining or coordinating departmental records for accounts payable, payroll, time sheets, monitoring of expenditures, and may assist in budget preparation

Administrative duties require tact and discretion in handling sensitive or confidential matters in the program areas

Customer service includes answering complex questions requiring a thorough knowledge of the departments regulations and procedures

Work requires independence and initiative in activities and may include providing technical assistance

Guides generally include a variety of written technical manuals and instructions, as well as comprehensive rules and regulations

Sound judgment is required in performing the responsibilities

Work is typically performed under the supervision of the department head and is evaluated through observation, conferences, feedback from citizens and staff and evaluation of the quality and effectiveness of work processes

ESSENTIAL JOB FUNCTIONS

Provides customer service requiring considerable knowledge of the departments services, regulations and procedures; answers a variety of questions from coworkers, public officials and the general public; secures information via telephone or personal contact; selects appropriate materials to answer questions; explains rationale of answer and often handles the inquiries independently; takes and handles routine complaints; refers precedent setting issues to others to resolve

Interprets complex rules, regulations, and information on the program and organization's operating standards; explains legal aspects of the office functions and its impact on citizens and the community

Collects and reviews data; may conduct research; compiles records and reports; may create or edit tables, spreadsheets or data bases to generate report information; maintains program files

Performs accounting, and budget monitoring functions for the department including monthly reports and reconciliations; purchases operating supplies and materials; compiles information for the department budget and typically assists with developing a draft budget for the department; may compile information, research revenues and provide recommendations on equipment and technology upgrades; may collect fees and provide receipts and process billings for the department

Typically processes payroll for the department; verifies timesheets and leave records are accurate and maintains the departments personnel records and files; prepares and/or types confidential personnel reports, evaluations and disciplinary actions

May serve as secretary to one or more boards; arranges locations; sends notices; develops agenda and prepares agenda items; takes, transcribes and distributes minutes

May handle one or more specific program functions that are technical in nature, and which require a specialized knowledge or skill

Drafts and composes correspondence and prepares for review a variety of scheduled and special reports for senior management and various government agencies; reviews and verifies records and reports for correct information; identifies potential inconsistencies and resolves discrepancies

Handles confidential or sensitive technical information in an appropriate manner

May substitute for other departmental staff whose duties require different skill s ts than those normally performed

May handle programs and projects for department

Performs other related duties as assigned

QUALIFICATIONS

Education and Experience:

Requires a high school diploma or equivalent and related experience, or equivalent combination of education and experience

Licenses or Certifications:

Possession of a valid drivers license

Must meet the minimum standards set by the State of North Carolina for detention facility personnel

Special Requirements:

None

Knowledge, Skills and Abilities:

Knowledge of local government operations, policies and plans, and modern office practices and procedures

Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs

Knowledge of the departments mission, functions, regulations and practices

Knowledge of modern office procedures and related office information technology equipment, software, and peripherals

Knowledge of County ordinances, procedures and practices related to area of assignment and of the organizations administrative, personnel and purchasing procedures

Skill in the use of information technology equipment and associated software products such as word processing, spreadsheets and data bases used in area of work assignment including the development of forms, form letters, tables, spreadsheets, data bases, etc

to compile records and generate reports

Skill in communicating effectively and in conducting the departments business in person and by telephone

Ability to work independently on responsible administrative support tasks, some of which may be confidential or sensitive; ability to independently prepare meeting agendas and confidential correspondence

Ability to gather and give comprehensive information and instructions, based on program knowledge and independent research

Ability to communicate a technical knowledge of program operations and organizational programs

Ability to be tactful and courteous while being persuasive and confident on County business

Ability to compile information based on general instructions

Ability to establish and maintain effective working relationships with supervisors, other employees, customers and the general public

Ability to plan, organize, monitor, evaluate, and supervise the work of others Ability to meet and deal with employees and the public in an effective and courteous manner

Ability to get along with others, and work effectively with the public and co-workers

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