What are the responsibilities and job description for the Administrative Professional II position at Union County, NC?
General Statement
The Administrative Professional II, under general supervision, performs functions such as administrative support; creating and maintaining accurate files, records, reports, and documents for use by the department and/or the public. The positions may be required to handle cash or perform a broader spectrum of bookkeeping/budget related activities. Provides customer service activities that includes responding to inquires requiring technical knowledge about the department or county processes, policies and procedures. Many instances require tack and independent actions particularly when encountering sensitive or confidential matters.
Essential Functions
Collects, opens, and distributes department mail; maintains department calendars and schedules meeting or other activities.
Acts as a liaison with other departments and conveys pertinent information among department staff.
Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary; provides information/assistance regarding department services, activities, and procedures; distributes forms forms/documentation as requested; and responds to routine questions or complaints and initiates problem resolution.
Coordinates arrangements for meetings and workshops; notifies meeting participants of date/times; and secures meeting space.
Processes invoices for payment in accordance with established procedures; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns appropriate budget code; forwards invoices and associated documentation to Finance for processing.
May assists in preparing/monitoring department budget; monitors status of expenditures in relation to available funds in budget accounts; works with the Budget office to prepare budget transfer forms. Performs monthly cash handling, p-card reconciliation and processing, and bookkeeping functions.
Maintains confidentiality of departmental issues and documentation.
Maintains file systems of various files/records for the department; prepares and sets up files; sorts/organizes documents to be files; files documents in designated order; retrieves and replaces files; purges, shreds, or destroys confidential or obsolete documents and files in compliance with records retention policies and procedures.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions verifying the accuracy of entered data.
Composes, prepares, or completes various forms, reports, correspondence, spreadsheets, presentations, or other documents.
Performs other related duties as assigned.
POSITIONS-SPECIFIC FUNCTIONS:
Facilities and Security Risk Management
Maintains confidentiality in sensitive records, including incident reports, driver information, insurance claims, and safety records.
Schedules meetings, manages calendars, and coordinates logistics (including travel and conferences).
Creates, maintains, and organizes accurate files, records, reports, and documents for internal and public use.
Submits agenda items for Board of Commissioners meetings.
Acts as a backup liaison to internal departments.
Assists with purchasing, budgeting, p-card processing, and bookkeeping.
Processes invoices: reviews for accuracy, reconciles discrepancies, assigns budget codes, and forwards to Finance.
Tracks expenditures and collaborates with the Budget Office
Utilizes Microsoft Excel, Word, and PowerPoint to produce reports, spreadsheets, and presentations.
Supports Fleet Supervisor, mechanics, and upfitters.
Maintains WEX fuel card system: creates/updates profiles, monitors usage, troubleshoots issues, and replaces cards.
Manages Hiperweb Fleet System: updates profiles, creates/researches work orders, and generates reports.
Administers Quick Pass accounts: manages vehicle profiles, transponders, billing, and disputes.
Assists with vehicle purchases: coordinates with dealerships, verifies VINs, processes payments/title work, creates system profiles, and obtains necessary items (plates, fuel cards, transponders).
Acts as liaison for Motor Pool: manages scheduling, logs, upkeep, and reporting.
Acts as courier to Government Center and runner to QuickPass Office and LPA.
Assigns and tracks BBP and Defensive Driver Training; maintains historical training databases.
Reviews, processes, and maintains database of vendor certificates of insurance.
Supports data entry for GL, Auto, or Workers’ Compensation claims as necessary.
Assists in hiring process: completes employee references and schedules interviews.
Coordinates Facilities Management requests on behalf of the department.
Collaborates with Public Communications for webpage revisions.
Responds to internal inquiries requiring technical knowledge of departmental and county policies.
Qualifications
Licenses or Certifications:
Special Requirements:
Strong organizational skills including calendar management, recordkeeping, and preparation of reports and presentation.
Excellent written and verbal communication; ability to provide professional customer service, maintain confidentiality, and demonstrate tact and diplomacy.
Supplemental Information
WORK ENVIRONMENT
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. Preventative Care Coverage Prescription Coverage
Health & Wellness Center available exclusively to Union County employees, spouses and dependents covered under the health plan.
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 for Life Insurance (Accident, Cancer, Long Term and Short Term) 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 Account - Section 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible health care expenses.
Dependent Care Spending Account - Section 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.
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 13 County recognized holidays (includes 3 days for Christmas) 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 employees with 16 hours of paid time per calendar 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.
Salary : $43,268 - $64,902
