ADMINISTRATIVE SPECIALIST II - CHILD WELFARE DEPARTMENT

Applicants are encouraged to apply early. The application review process will take place immediately and continue until the position is filled. This recruitment may close any time after the first review or when a sufficient number of qualified applications have been received.   

This position will be located in the Child Welfare Department. 

General Definition of Work:                                                                                                                                                                 

Performs intermediate to complex skilled administrative support work in a variety of office assistance and administrative tasks requiring strong computer skills; does related work as required.  Work is performed under regular supervision.  

Essential Functions/Typical Tasks:

Receiving, screening and processing telephone calls; assisting the public; typing, word processing and data processing duties; maintaining complex and/or confidential records and files; preparing and maintaining manual and computerized reports.  

 (These are intended only as illustrations of the various types of work performed. The omission of specific duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)

• Maintains detailed files and records.  
• Transcribes correspondence.  Composes routine correspondence and related departmental forms.   Types a variety of complex reports and materials.
• Prepares agendas, attends meetings, transcribes minutes including Boards and Commissions.
• Receives calls and callers for the department and ascertains nature of business, directs to appropriate authority for disposition.
• Answers questions and responds to inquiries or complaints on department and/or operations, policies and procedures.  
• Maintains, prepares and processes payroll and personnel records for the department.
• Maintains a variety of departmental schedules, maintains calendar, schedules appointments.
• Collects and prepares data for records, reports and surveys. 
• Maintains invoice files, vendor supply database, department purchasing information.
• Prepares and makes deposits. 
• Maintains a variety of operations bookkeeping, budget and program records.  Processes and ensures accuracy of department bills.
• Assists in the preparation of departmental budget and maintenance of related files and reports.
• Maintains inventory records.
• Receives, processes and enters a variety of operating and accounting data into computer systems. Posts and makes entries in accounts and other records. Troubleshoots computer problems.
• Prepares technical monthly, quarterly and annual reports.
• Checks and reviews a variety of data for accuracy, completeness and conformance to established standards and policies/procedures.
• Designs and develops a variety of informational packages relating to departmental activities.
• Prepares brochures, fliers, etc.  Updates department website.
• Receives, sorts and distributes incoming mail; processes outgoing mail.
• Assists with recruitment process, including scheduling interviews and update correspondence to candidates.
• Undertakes special projects as assigned by supervisor.
• Operates standard office, word processing and data entry equipment. 
• Performs related tasks as required.

Knowledge, Skills and Abilities:

Thorough knowledge of standard office practices, procedures, equipment and office assistance techniques; thorough knowledge of business English, spelling and arithmetic; general knowledge of the organization and functions of the department; knowledge of general administrative policies and practices; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to type and transcribe dictation accurately and at a reasonable rate of speed; ability to make arithmetical calculations; ability to prepare effective correspondence on routine matters and to perform routine office management details without referral to supervisor; skill in the operation of personal computer equipment and related office software; ability to establish and maintain effective working relationships with associates and the general public.

Education and Experience:

Any combination of education and experience equivalent to graduation from high school including or supplemented by courses in secretarial science and considerable experience in office assistance work.

Special Requirements:

May require possession of an appropriate driver's license valid in the State of North Carolina. May require Notary Public certification.

Physical Requirements:

This is sedentary work requiring the exertion of up to 10 pounds of force occasionally and a negligible amount of force frequently or constantly to move objects, and some light work requiring the exertion of up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and a negligible amount of force constantly to move objects; work requires reaching, fingering, and repetitive motions; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; visual acuity is required for preparing and analyzing written or computer data, operation of machines, and determining the accuracy and thoroughness of work; the worker is not subject to adverse environmental conditions.

Salary : $38,605 - $46,176