What are the responsibilities and job description for the Administration Assistant I - Quality Control Unit position at Nash County, NC?
General Statement of Duties
I. A. Primary Purpose of Organizational Unit:
The Department of Social Services is a human services agency which employs individuals assigned to deliver numerous services to the residents of Nash County. Administrative positions involve duties that provide a supportive role, either on a project or program basis, to ensure the efficient operation of the department or office. Positions are distinguished by job titles, which also determine job duties. Duties include administrative work such as answering phones, recording business transactions, organizing records, reports, audits, transactions through software, appointment systems, registration, and managing routine office duties.
B. Primary Purpose of the Position:
The Administrative Assistant I position supervises and works directly with the Income Maintenance Caseworkers I positions to ensure the requirements of the units are met effectively. The position will also work closely with Program Administrators and Supervisors in Economic Services during daily operation of the department. The primary purpose of this position is to supervise, schedule and delegate work, and train personnel; evaluate employees’ work performance, train new personnel on job duties; explain policies and procedures of the agency; implement necessary disciplinary action; evaluate situations in cases of absence and resignations to restructure the unit to cover these areas; make decisions using sound judgment and discretion in solving problem situations; plan meetings to inform staff of any transitions that would involve the agency and unit and implement these changes; develop and revise work procedures and methods including necessary form design for all units; compose correspondence, as well as type and transcribe with accuracy to different agencies or departments. This position also serves as the Backup Security Officer for the agency.
This position provides supervision to a staff of eight Income Maintenance Caseworkers.
Essential Duties and Tasks
- Administrative/Personnel: 60%
- Provide supervision and management of Quality Control staff in Economic Services. Supervision includes, but is not limited to, conducting performance evaluations, providing education and training to staff regarding job performance issues, etc.
- Support and make recommendations to streamline and enhance the operations
- Identify the training needs of staff and facilitate meeting those needs
- Establish and maintain communications with Director, Deputy Director,
- Maintain communications with administrative staff and consumers to ensure
- Provide leadership to the unit and act as a resource and role model for staff.
- Develop and maintain good collaborative working relationships and channels of
- Monitor and evaluate performance relating to staff’s goals, duties, and
- Assist in coordinating staff schedules and approve or deny leave requests.
- Attend management or other meetings as required or requested.
- Keep up to date with current developments in policies and procedures.
- Interpret and assist in developing program policies and procedures.
- Work in State Systems such as NC FAST in locating and providing confidential information to staff.
- Serves as Backup Security Officer which includes the production and submission of daily, weekly, quarterly and yearly reports. Also includes the addition, maintenance and removal of all DSS employee accounts in all external/State systems needed.
Other:40%
- Cover duties for administrative staff who are on vacation or out of the office on
- Employee will perform a variety of office and/or technical tasks to accomplish
- Employee will typically work in an environment with other IMC staff,
- Work may require the use of a variety of manual or automated office systems.
- Employee may work with one process or several related processes. The higher
- Employee will reflect greater decision making, consequence of determinations
- Schedules, and also serves as, Hearing Officer on a rotating basis.
- Schedules interviews for all vacant Economic Benefits non-supervisory positions.
II. B. Other Position Characteristics:
- Accuracy Required in Work:
- Consequence of Error:
- Instructions Provided to Employee:
- Guides, Regulations, Policies and References Used by Employee:
- Supervision Received by Employee:
- Variety and Purpose of Personal Contacts:
- Physical Effort:
- Work Environment and Conditions:
- Machines, Tools, Instruments, Equipment, and Materials Used:
- Visual Attention, Mental Concentration, and Manipulative Skills:
- Safety for Others:
- Dynamics of Work:
This position must adapt to frequent adjustments with the workflow and quantity of work. This position must be able to work in a sometimes distracting environment. This position will need to be very organized, task oriented, possess time management skills and have the ability to prioritize to ensure timely and accurate performance of the position’s duties. Changes in the work environment can occur due to staff shortages, increased workload or changes in the way work is performed.
Knowledges, Skills and Abilities
Considerable knowledge of office techniques; ability to practice effective communication techniques both orally and in writing; considerable knowledge of effective supervisory practices and ability to plan and supervise the work of others, if applicable. Ability to analyze, interpret, recommend, and implement policy and procedural guidelines. Skill in organizing work flow and coordinating activities.
Minimum Requirements (Education & Experience)
*Income Maintenance and supervision experience preferred.
License or Certification Required by Statute or Regulation: Not applicable.
Salary : $42,890 - $69,069