What are the responsibilities and job description for the Office Supervisor (Environmental Health) position at Union County, NC?
General Statement
Essential Functions
Performs a variety of complex, specialized administrative and clerical functions requiring the application of county and state policies and procedures and the exercise of initiative and judgment in distinguishing among variables and identifying applicable standards.
Answers phones, screens callers, and responds to requests when appropriate, and takes messages or directs the caller to the appropriate person or group for handling.
Prepares reports and policies regarding office procedures and operations.
Receives, opens and distributes mail or oversees the work of others that perform this function.
Performs financial tracking and recording functions, maintains appropriate spreadsheets and prepares reports as needed.
Processes payments and deposits following all County guidelines for appropriate cash handling procedures.
May assist department director in budget preparation and control activities.
Drafts, prepares and initiates correspondence, reports, proclamations, and notices.
Requisitions office supplies and maintain office equipment as necessary.
Processes purchase orders/requests.
Receives, retrieves, sorts or collates documents, paper and forms in accordance with established methods and procedures for processing or filing.
Utilizes manual or automated files to retrieve, file, complete and/or review documents.
Records and/or maintains routine logs or reports of information pertaining to filing, data entry and retrieval of record processing activities; copies, records in response to routine requests and mails.
Follows oral or written instructions, gaining experience and knowledge in and applying evolving automated office equipment and technology to tasks performed.
Serves as receptionist, greeting and directing persons, answering phones and taking messages, and providing non-technical information from clearly defined sources.
Provides back-up and support for other positions and departments as needed and assigned.
Performs work at assigned location during specified business hours.
Maintains up-to-date reports of all outgoing funds and reports information to upper management to help with project planning, uses this information to plan and input future budget requests, compares year-to-date spending reports to make sure that the department is on track fiscally throughout the year.
Enters Purchase Orders and Line Item Transfers.
Maintains proficiency in Munis Software.
Creates monthly and annual comparisons for revenue and usage to ensure that the department is providing the highest level of customer activities possible; assists in the planning of new activities based on the outcomes of these comparisons.
Create Personnel Action Forms for new hires.
Enters requisitions, forwards appropriate applications to the hiring manager, maintains NeoGov throughout hiring process.
Trains all front office employees to include Clerks, Office Supports and seasonal staff.
Oversees the troubleshooting of outside vendors (Windstream, Duke Power, Union Power).
Collects and allocates all Pcard purchases for staff, monitors card balances and works with finance to adjust if needed.
Prepares all incoming bills for payment by finance, prepares any payment memos and refund memos for annual deposits, prepares staff reimbursement requests and corresponds with finance liaison for the Director as needed.
Prepares or oversees the preparation of the Department's daily deposit of revenues, corresponds with bank if problems.
Performs other related duties as assigned.
POSITION SPECIFIC FUNCTIONS:
Environmental Health
Receives and processes of public information (permit record) requests.
Manages multiple permit and service request databases related to the On-site Water Protection Program. Prepares reports as requested by Director.
Manages contract renewals for software vendors. Enters contracts/agreements for review and creates agenda items into county software systems.
Creates financial reports from billing software.
Processes customer refund requests.
Oversees the intake, entry and assignment of complaint case information into environmental health software system for investigation.
Trains and supervises Customer Service Specialists and contract office staff.
Troubleshoots front-office issues to include customer complaints, document processing and payment questions.
Provides back-up support for front-line staff in associated divisions as needed.
Qualifications
Licenses or Certifications:
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. Health Reimbursement Account Preventative Care Coverage Prescription Coverage Vision Coverage
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 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.
CREDIT UNION
Local Government Federal Credit Union membership is available to all employees. Once you join, you can remain a member for as long as you choose. Immediate family members such as: spouse, children, stepchildren, brothers, sisters and parents can all become members.
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 12 County recognized holidays 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 employes with 16 hours of paid time per calender 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 : $100
