Senior Administrative Support Specialist (Support Services-Bilingual Spanish) - Monroe North Carolina

Company: Union County, NC
Location: Monroe, North Carolina
Posted On: 05/09/2024

Salary : $36,853.00 - $55,280.00 Annually Location : Monroe, NC Job Type: Full-Time Regular Job Number: 531524 Department: Human Services Business Operations Opening Date: 04/18/2024 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. As part of the recruitment process for this position, an online skills assessment is required to test the abilities needed to fulfill the essential functions of this job. After completing the application, please copy and paste the following link to complete the assessment: Please note: it is recommended to use a computer to complete the testing and not a phone or tablet. Any candidates (internal or external) not taking the required tests as part of the application process will not be considered. 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) - Support Services Greets and directs all visitors to Union County Human Services (UCHS) to the appropriate service or program in person and via the switchboard. Transmits client information to the workers through electronic means, communication devices and paper flow so that clients can be evaluated for the public assistance programs or services. Interprets and translates services for all programs within UCHS from Spanish to English and English to Spanish. Receives, sorts, stamps, and delivers mail and packages. Distributes Food and Nutrition cards. Provides the Board of Elections with the number of voter registers completed at UCHS every week. Registers new employees in the vehicle management system, KEYPER, and assists works with any challenges in gaining badge or vehicle access. Coordinates cleaning and routine maintenance of county vehicles assigned to UCHS. Sets up and tears down meeting rooms and escorts visitors to events and meetings held at UCHS. Compiles data and creates charts to validate quality and quantity of work performed. 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. Special Requirements: Human Services (Business Operations) - Support Services Bilingual Spanish. 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 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. 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 AccountSection 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible health care expenses. Dependent Care Spending AccountSection 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 Are you comfortable interacting with the public? yes no 02 Do you speak both English and Spanish fluently? yes no 03 How many years of administrative experience do you have? None 1 to 2 years 3 to 4 years 5 or more years 04 Have you completed the skills assessment? The link was provided in the job description. The link is also below for quick reference. If the assessment is not complete, then the application will not be considered for review. You will not receive the link at a later date. Please copy and paste, in order to complete after the application is submitted.https://www.ondemandassessment.com/link/index/JB-4XHIZ89XK?u=86102 Yes, I understand the testing will need to be completed. If not completed, then my application will not be considered for the position. I plan to complete the testing. I do not plan to complete the assessment. Required Question More...

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