Administrative Assistant III

$23.39 - $29.82 Starting salary based on qualifications and experience. Job Description General Statement of Duties This position performs routine duties maintaining the financial and personnel systems for the Social Services Department. Also acts as Administrative Assistant to the Director of the Department of Social Services.

Distinguishing Features of the Class An employee in this class is responsible for maintaining the financial and personnel systems. Position performs accounts payable and receivable, purchasing, personnel responsibilities of the Agency, and various other office/administrative duties for the Agency Director. Work is performed under the regular supervision of the County Social Services Director.

Illustrative Examples of Work

• Enters pay vouchers and purchase orders.
• Completes receiving reports from ongoing purchase orders in order to pay Agency invoices, as well as payment through the DSS Voucher system to assure correct payment is issued to appropriate vendors.
• Tracks routine expenditures timely and reconciles invoices monthly.
• Reconciles various invoices and submits pay vouchers to finance for payment; provides copies to Business Office I to file in records.
• Collects various data for two of the three parts of the 1571 report, keys into spreadsheets and then exports data; ensures data entry is accurate prior to submission; provides the Business Officer I with data from Finance, purchase orders and State reports to assist in the completion of the Part II of the 1571 report.
• Backup to other financial staff for receiving payments and making deposits to Finance.
• Assists in the preparation of the budget and in tracking of funds.
• Provides HR with proper information to post vacant positions, which involves determining appropriate job description, dates of posting and maintaining up to date files with job descriptions.
• Receives, reviews, qualifies, lists and processes all applications prior to passing to Program Administrators/Supervisor for interviews.
• Completes Personnel Action forms for new-hires, terminations, leaves and employee status changes, evaluations, written warnings, FMLA begin and end, reclassifications, extend and end probation, salary increases and any other changes deemed necessary; provides to HR in a timely manner.
• Maintain all HR files within the Agency for each employee, both full time and part time.
• Track and maintain log for all employees who have written warnings.
• Maintain Agency telephone list for all Agency employees.
• Track and maintain information regarding longevity of employees.
• Order appropriate plaques for staff for service awards for Agency and State awards.
• Track each position in the Agency for current employee in the position as well as all past employees in the same position.
• Maintain and destroy, when appropriate, all closed personnel files and applications for filled positions.
• Verifies the accuracy of all Agency timesheets make calls, send emails to have revisions when time sheet is not correct.
• Tracks and notifies supervisors when probationary periods are complete and evaluations are due.
• May serve as liaison between agency Director and HR regarding minor problems or issues.
• Tracks vacancies and turnover in the agency and maintains records regarding reasons, rates and numbers.
• Answer telephone and screen calls for the Director, determining appropriate placement of call if not for Director.
• Schedule appointments as necessary for the Director
• Compile, order and distribute monthly DSS Board Packet to Board of Social Services as well as Director, Program Administrators, Attorneys and Administrative Officer II.
• Maintain DSS Board members current contact information, including address, telephone number and email addresses.
• Compile, order and distribute quarterly Performance Based Budgeting data.
• Discuss HR issues and decisions as needed with Director
• Participate in DSS Board meetings.
• Adheres to the department’s safety rules and regulations.
• Performs other duties as assigned. Recruitment and Selection Guidelines Knowledge, Skills and Abilities
• Ability to maintain confidentiality.
• Knowledge of this Social Services organization in order to appropriately handle various inquiries.
• Thorough knowledge of funding codes and ability to apply them accurately.
• Thorough knowledge of human resource practices and procedures.
• Ability to work quickly and accurately with frequent interruptions.
• Ability to communicate effectively both orally and in writing.
• Ability to work independently and effectively.
• Ability to establish and maintain effective working relationships with the department Director, co-workers, supervisors, other departments and clients. Physical Requirements
• Must be able to physically perform the basic life operational support functions of stooping, kneeling, reaching, standing, walking, pushing, pulling, lifting, fingering, talking, hearing and repetitive motions.
• Light work, exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force to constantly move objects.
• Must have visual acuity to prepare and analyze data and figures, perform accounting and transcription, work on a computer terminal and perform extensive reading.
• Worker is subject to inside environmental conditions: Protection from weather conditions but not necessarily from temperature changes.
• Worker is not substantially exposed to adverse environmental conditions (such as in typical office or administrative work).

Education and Experience

• Completion of high school or equivalent and six years of progressively responsible secretarial/administrative experience including two years of administrative or office management experience involving substantial public contact, information gathering and writing experience; or completion of a two year secretarial science or business administration program and four years of responsible secretarial or clerical/administrative experience, including two years of administrative or office management experience; or completion of a four-year program in a college or university, preferably with major emphasis on coursework in business administration, public administration or other related fields and one year of administrative or office management experience; or an equivalent combination of education and experience that provides the required knowledge, skills and abilities. Licenses and Certifications
• Valid North Carolina Driver License.
• Notary Public.