Administrative Assistant

1 day ago

WinstonSalem, North Carolina, United States Forsyth County Full time

This position's primary responsibility is to be the department's initial contact with the public, oversee the initial client intake and application process, and ensure that the public is directed to the correct program. This position will be responsible for document and data management, invoice and vendor payment, updating the departmental website, assisting and collaborating on departmental projects, and other administrative duties.

A successful applicant will have excellent customer service and organizational skills and work well as part of a team. Applicant must be able to successfully prioritize competing duties while paying close attention to detail. The applicant must be proficient with a computer, and familiar with Microsoft Office. The Department is dedicated to providing opportunities for the employee to learn about its programming and collaborate as part of the Community & Economic Development team. The Department's goal is to provide mentoring and professional development to the person serving in this role to advance their career

This position will handle confidential client information and requires discretion and good judgement.

This position will be responsible for organizing documentation required for compliance with Federal and State grant guidelines. Attention to detail is critical.Graduation from high school or GED and four years of progressively responsible clerical/administrative/office management experience. A higher education level may be considered as a substitution for all or part of the experience requirement.

  • Public/Client Intake & Screening - Manages the intake process for entire department including initial contact with public, determining need and initial qualifications for programs, managing application process, and working with department staff to determine eligibility. Will be primary contact with client during this process. Schedule and attend meetings with client and appropriate program staff throughout the process.
  • Document and Data Management - Responsible for implementing document and data management systems for departmental programs, in partnership with department staff, and manages the consistent use of these systems. Inputs data from clients, staff and programs into these systems in a timely manner. Gathers data from online sources for department programs. Periodically prepares reports of departmental performance measures, accomplishments, and data for internal, County management, and external use.
  • Internal Systems Management - Oversees internal systems for the department including contract control, service vouchers, contract payments, performance measures and the departmental website. This includes tracking contracts through execution and payment of invoices and vendors, ensuring these are completed in a timely manner.
  • Office Management - Responsible for the organization and functionality of the department including monitoring and ordering office supplies and resolving equipment problems with MIS or appropriate entity. Responsible for office supply budget. Assists with maintaining office-wide organization.
  • Internal Support - Assisting with administrative functions of office tasks and collaborating with staff on various projects and programs as needed.
  • Maintaining Internal Calendars and Scheduling - Work with departmental staff to schedule meetings and sometimes attend and facilitate or take minutes. Responsible for agenda preparation, minutes and reporting of departmental meetings.

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