What are the responsibilities and job description for the Administrative Professional II position at Union County?
Provides administrative support for the assigned department(s); processes and prepares a variety of reports, correspondence, presentations, and other documentation associated with department operations within designated timeframes and per established procedures.
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
Provides administrative support requiring understanding of day-to-day departmental operations.
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.
MINIMUM QUALIFICATIONS
Education and Experience:
High School Diploma or an acceptable equivalency diploma (GED), and four (4) years of related experience; or equivalent combination of education and experience.
Licenses or Certifications:
None Specified.
Special Requirements:
This position may be subject to a fingerprint background check. Per NC General Statute 153A-94.2(b), applicants for a position of employment required to work with children in any capacity will be required to electronically submit fingerprints to the NC State Bureau of Investigation for a state and national criminal history record.
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.
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 unpredicted requirements or demands.
Salary : $43,268 - $64,902
