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Sr. Administrative Support Specialist

4 months ago

Monroe, United States Union County (NC) Full time

General Statement

The Senior Administrative Support Specialist, under general supervision, provides administrative support requiring advanced understanding of processes, data, and/or operations of the department; analyzes information to create and/or maintain associated documents, databases, complex spreadsheets, organize meetings and/or special events; updates and provides alternatives to supervisor regarding critical issues/events; provides responses to requests for information; provides administrative support to budget process; analyzes and prepares financial and/or procurement documents; and may provide guidance/training to other clerical/administrative staff.

Essential Functions

Greets customers/visitors, provides information as appropriate; directs, reviews, screens and processes telephone communications and mail; acts on routine requests.

Schedules and maintains calendar of appointments, meetings and travel itineraries.

Gathers information from office records to draft e-mails, memos, and other documents.

Establishes and maintains work unit files and databases.

Performs data entry; gathers, assembles and formats data to create simple reports.

Prepares documents, meeting materials, and correspondence.

Coordinates travel arrangements, makes reservations, and processes reimbursements.

Maintains confidential and/or sensitive information and materials.

Updates and makes routine changes to department web pages.

Attends meetings; records, transcribes and distributes meeting minutes.

Composes written communication and proofreads documents for grammar, spelling, punctuation, and basic formatting.

Serves as resource to others on a variety of subjects including office equipment, software application usage, and information processing procedures.

Monitors budget, gathers information and processes expenditures for payment, and prepares fiscal reports as needed.

Maintains inventory and orders/purchases office supplies; arranges for equipment maintenance; processes work orders for facilities repairs/needs.

Assists in arranging special events.

Performs other related duties as assigned.

POSITION SPECIFIC FUNCTIONS

Human Services (Business Operations) - Information Technology and Records Administration

Applies internal standards, procedures, state and grant retention schedule to index, file, maintain and retrieve records.

Tracks, documents, and coordinates with records staff to correctly index records

Assists in the implementation of Standard Operating Procedures (SOP) for the maintenance and processing of Human Services records.

Works closely with Medical Records staff to review and organize electronic medical records.

Acts as a back-up to medical records staff, performing various medical records functions.

Assists medical records staff with performing weekly maternity health intakes, appointment rosters, release of information, and patient requests for medical records.

Provides customer service over the phone, by email, and in person at the front desk window.

Assists public health clinics and program areas with administrative and medical records functions.

Demonstrates the ability to sufficiently exchange or convey information and receive verbal and written work instructions.

Uses advanced formulas and automation functions to create charts and compiles data

Serves as a secondary County System Administrator in NCFAST granting and revoking system access and resetting passwords.

Grants and revokes access as a backup County Security Officer in NCDHHS information systems.

Resets passwords in all NCDHHS information systems.

Maintains DSS employee security files.

Accesses and maintains security protocols for Federal Tax records.

Provides onboarding and annual training to DSS employees on system security.

Performs monthly CureMD scanned documents Audit.

Assists with maintaining CureMD duplicate accounts spreadsheet.

Assists Information Systems Coordinator(s) with quarterly system and network audits.

Provides onboarding to Public Health employees on system security as backup and in absence of Health Information Security Coordinator.

Maintains employee program access spreadsheet.

Scans charts and documents to Laserfiche.

Maintains, organizes, and schedules internal department, state, and HIPAA policies.

Creates, updates, and maintains internal SOPs as requested.

Qualifications

MINIMUM QUALIFICATIONS

Education and Experience:

High School Diploma or an acceptable equivalency diploma (GED) with three (3) 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.

Applicable to Identified Human Services PositionsOnly: 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 four (4) 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.

Special Requirements:

Human Services (Business Operations) - Information Technology and Records Administration

Bilingual Spanish

Veterans Services

Previous documented experience in working with Veterans in a clerical, or administrative capacity and/or documented experience in working with educating clients on benefits.

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.