Administrative Support Specialist II

Johnston County is an Equal Opportunity Employer.

Description

Johnston County Inspections Department aspires to lead by example. It is our mission to provide friendly and knowledgeable service, while demonstrating integrity, professionalism, and to hold the public’s welfare and safety to the highest of standards. The Inspections Department has an immediate opening for a full-time Administrative Support Specialist II.

An employee in this class perform a wide variety of administrative support, secretarial, office management, and clerical duties. Work generally requires that employees independently handle certain activities such as information processing and referral, fiscal controls, or a special aspect of a program of office activity; some positions in the class require office management and supervisory skills. Secretarial duties are considered at the advanced journey level and require considerable tact and discretion in handling sensitive or confidential matters in the program areas. Work requires a broader knowledge of office operations in order that the role may serve as backup and at a competent level in several roles. Work requires more independence and self-initiative in activities and may include supervising or providing technical assistance to other clerical positions in the organization. Precedent setting situations are referred to higher level supervisors. Guides may include a variety of written manuals and instructions, as well as massive sets of rules and regulations. Sound judgment is required in performing the tasks. Work is performed under the supervision of the department head or higher level supervisor and is evaluated through observation, conferences, and the quality and effectiveness of work completed.

Duties and Responsibilities

• Secures information via telephone or personal contact; selects appropriate materials to answer questions and often handles the inquiries independently for the organization.
• Handles confidential or sensitive information in an appropriate manner.
• May handle accounting and budgetary functions for the department including monthly financial reports; orders supplies and materials and serves as contact with the Finance Department.
• Interprets a variety of rules, regulations, and information on the program and organization's activities.
• Independently drafts and composes correspondence and responses.
• Operates the word processor in generating correspondence, memoranda, notes, minutes, reports or other materials; reviews work for compliance with instructions, spelling, punctuation and basic grammar; proofreads final copies of materials.
• Some positions serve as office manager and coordinate work assignments, training, and provide leadership to other office staff.
• Reviews and verifies records and reports for correct information; processes documents based on review and verification; files and retrieves materials; performs periodic follow-up activities.
• Requests information using standardized forms; compiles information requiring the selection of data from well-established sources.
• Screens and routes materials according to content of communications; may do research or pull related materials from files.
• Maintains activity records and files; initiates appropriate follow-up or further action based on the status of office activity.
• Based on review of office records or reports, identifies potential inconsistencies; determines the cause; resolves with staff and outside personnel.

Knowledge, Skills and Abilities

• Thorough knowledge of office practices and procedures.
• Considerable knowledge and ability to use correct grammar, vocabulary, and spelling.
• Considerable knowledge of working with data, figures, and arithmetic.
• Working knowledge of county function to which assigned and related policies, procedures, and regulations.
• Ability to communicate effectively in person and by telephone.
• Ability to gather and give basic information and instructions on departmental programs based on inquiries.
• Ability to learn thorough knowledge of persons and organizational programs.
• Ability to be tactful and courteous.
• Ability to gather and compile materials from a variety of sources.
• Ability to operate a variety of office machines such as a computer, typewriter, calculator, fax, copier, or other equipment.
• Ability to use a wide variety of word processing and other computer software to generate work for the office assigned.
• Ability to use judgment in organizing and establishing priorities and work assigned.
• Ability to record information and balance figures.
• Ability to compile information based on general instructions.
• Ability to arrange and place records, reports and files into a proper sequence.
• Ability to establish and maintain effective working relationships with supervisor, employees, and the general public.
• May need to have the ability to plan, organize, monitor, evaluate, and delegate duties to others.

Desired Education and Experience

Graduation from business school and secretarial, clerical, or office management experience including strong public contact duties; or an equivalent combination of education and experience.

NOTE: This job description is not intended to be an exhaustive list of all duties, responsibilities or qualifications associated with the job. Other duties may be assigned.

• If the position requires a degree, you will be required to furnish original transcripts within 30 days of hire date.
• We may require a background check that may include criminal, motor vehicle, sexual offender registry, pre-employment drug screening or others based on job requirements.
• Unless required by state law, a record of conviction will not automatically exclude you from consideration for employment.

Johnston County provides a comprehensive, affordable insurance and benefits program.

Employees are offered a diverse selection of benefits including medical (no-cost for the employee plan), dental, life, and supplemental benefit coverages. Employees can also take advantage of our on-site wellness clinic and virtual telehealth program, both at no-cost!

Additional benefits include participation in the NC Retirement System, a 401(k) match option, generous paid leave and holiday schedule, tuition reimbursement, and more! To learn more, visit www.myjcbenefits.com

• This description applies to benefits eligible positions.