What are the responsibilities and job description for the Administrative Assistant II position at Jackson County (NC)?
Position Overview The position administers all personnel operations for the Department of Social Services and provides administrative support to the Director. Grade 21 Duties and Responsibilities Coordinate, edit, and produce the agency's annual report; collect, input, and verify data for accuracy before publication; distribute the report to local agencies, businesses, board members, and staff. Conduct research and collect data on service trends for Child Welfare, Adult Services, Medicaid, Food Stamps, and Medical Transportation utilizing agency records, community sources, and online information; maintain employee and staff turnover data; create charts and graphs for comparison.
Attend and record minutes for monthly Board and Leadership Team meetings; prepare and distribute official copies; coordinate Board, Leadership Team, and staff meetings, as well as required agency-wide trainings. Work with the Director to support follow-up on goals set in Board, Leadership Team, and staff meetings and other planning processes; maintain the Director's calendar, schedule, and reminders for upcoming events. Develop and distribute correspondence on behalf of the Director and agency; draft letters, memos, and emails; prepare and manage mass mailings of reports and other communications.
Represent the Director at meetings as needed. Assist staff and the public with questions about policies and procedures. Work with the following agencies: Health Department, County Manager's Office, county Human Resources Office, Office of State Human Resources.
Office, State Personnel Office, and other county Department of Social Services on behalf of the Director and agency. Post and collect applications for agency vacancies; schedule interviews, prepare related paperwork, and administer in-house applicant testing; review qualifications and report reference check results to the Director; notify candidates of hiring decisions; update the organizational chart for new hires and departures. Coordinate new hire participation in county Human Resources orientation and conduct agency orientation sessions.
Maintain up-to-date records and implement necessary updates; coordinate the completion and submission of agency position descriptions to County and State Personnel Offices; process employment verification and other personnel-related forms; manage scanning and purging of files. Review and submit employee timesheets to the Finance Office biweekly; initiate all state and county Personnel Action Forms to document changes in appointments, terminations, transfers, or salary adjustments, ensuring all position information is accurate. Address employee questions about benefits and explain related procedures.
Coordinate annual required training such as Bloodborne Pathogens, Limited English Proficiency, and Red Cross, etc. Update Emergency Shelter teams when there are hires and departures of personnel. Coordinate with Director and supervisors to update social and safety committee membership annually.
Collaborate with agency supervisors on HR matters, ensuring timely communication, policy clarification, and enforcement of county policies within the agency. Assist staff in understanding county versus state personnel policies to ensure smooth implementation and compliance. Other non-essential duties: Participate as member of the Agency's Leadership Team in addressing needs of the agency and developing policies and plans.
Serve on agency Shelter Team which opens in the time of disaster in our community. Update agency employee telephone extension list. Update agency birthday calendar.
Keep information on agency bulletin boards current. Order flowers for employees whenever they are hospitalized or whenever an employee has an immediate family member die. Post public notices, information and events on client bulletin boards.
Record regular and holiday messages for agency telephone system. Education and Experience Completion of high school or equivalent and four years of progressively responsible secretarial or clerical/administrative/office management experience; OR completion of a two-year secretarial science or business administration program and two years of progressively responsible secretarial OR clerical/administration, office management experience; or completion of a four-year program in a college or university, preferably with major emphasis on coursework in business administration, public administration, or related field, OR an equivalent combination of training and experience. Possession of a valid, State of North Carolina driver license to operate a motor vehicle.
Requirement exists at the time of hire and as a condition of continued employment. Required to complete a Candidate Qualifications training course after hire. Knowledge, Skills and Abilities Knowledge of office techniques.
Knowledge of and ability to use correct spelling, punctuation, and specialized vocabulary; ability to proofread. Skill in organizing work flow and coordinating activities. Ability to practice effective communication techniques both orally and in writing.
Ability to analyze, interpret, recommend, and implement policy and procedural guidelines. Ability to learn and apply a variety of guidelines applicable to the work process. Ability to use a variety of office equipment.
Ability to work with people with courtesy and tact . Ability to record and compile information based on general guidelines. Ability to balance and reconcile figures.
Ability to gather and give information and instructions regarding the work process and procedures. Ability to learn to use specialized office equipment. Ability to coordinate work of other support staff.
Salary : $40,322