Administration Assistant I - Quality Control Unit

Nash County•Nashville, NC

8d•Onsite

About The Position

The Administration Assistant I works directly with and supervises Quality Control staff in Economic Services, including eight Income Maintenance Caseworkers. The position coordinates with Program Administrators and Supervisors in daily departmental operations and is supervised by an Economic Services Income Maintenance Program Administrator. It requires considerable independent judgment and discretion, with minimal supervision. The role oversees staff performance, scheduling, training, and work assignments; supports effective unit operations; helps interpret and develop program policies and procedures; and maintains communication with department leadership, employees, and consumers. The position also serves as the agency’s Backup Security Officer, maintaining employee accounts in external and state systems and producing and submitting required reports. Other responsibilities include covering for absent administrative staff, performing office and technical work, serving as a Hearing Officer on a rotating basis, and scheduling interviews for vacant non-supervisory Economic Benefits positions. The regular schedule is primarily Monday through Friday, 8:00 a.m. to 5:00 p.m., with additional hours as needed. The employee also works at emergency shelters on a rotating schedule during disasters. The position is based in an assigned office in the Human Services Building and involves frequent interaction with employees, supervisors, county departments, and the public. Physical demands include prolonged sitting, bending, stooping, pulling case files from different heights, and lifting at least 10 pounds. Accuracy, concentration, organization, time management, prioritization, and adaptability to workflow changes are important to the role.

Requirements

High school diploma or equivalent and four years of progressively responsible secretarial or clerical/administrative experience, including one year of administrative or office management experience; or a two-year secretarial science or business administration program and three years of progressively responsible secretarial or clerical/administrative experience, including one year of administrative or office management experience; or a four-year college or university program, preferably with coursework in business administration, public administration, or a related field, and six months of administrative or office management experience; or an equivalent combination of training and experience.
Considerable knowledge of office techniques.
Ability to communicate effectively, orally and in writing.
Considerable knowledge of effective supervisory practices and ability to plan and supervise the work of others, if applicable.
Ability to analyze, interpret, recommend, and implement policy and procedural guidelines.
Skill in organizing workflow and coordinating activities.
Ability to exercise independent judgment and discretion.
Ability to maintain accuracy and follow applicable policies, procedures, laws, regulations, and time frames.
Ability to organize, manage time, prioritize tasks, and adapt to changing workflows.
Ability to lift at least 10 pounds.
Ability to interact positively and effectively with employees, supervisors, county departments, and the public.

Nice To Haves

Income Maintenance experience.
Supervisory experience.

Responsibilities

Supervise and manage Quality Control staff in Economic Services, including conducting performance evaluations and providing education and training.
Recommend ways to streamline and improve operations and ensure staff have appropriate skills to provide exemplary service.
Identify staff training needs and arrange appropriate training.
Maintain communication with department leadership, supervisors, employees, and consumers, serving as a liaison between service provision and customers.
Provide leadership and act as a resource and role model for staff; develop collaborative working relationships and communication channels.
Monitor staff performance against goals, duties, and responsibilities and assist leadership in raising standards of practice.
Coordinate staff schedules and approve or deny leave requests.
Attend management and other meetings as required or requested.
Keep current with policy and procedure developments; interpret and assist in developing program policies and procedures.
Use state systems, including NC FAST, to locate and provide confidential information to staff.
Serve as Backup Security Officer, including producing and submitting daily, weekly, quarterly, and yearly reports and managing employee accounts in external and state systems.
Cover administrative duties when staff are on vacation or sick leave.
Perform office and technical tasks to process information, documents, and materials using manual or automated office systems.
Schedule and serve as Hearing Officer on a rotating basis.
Schedule interviews for vacant non-supervisory Economic Benefits positions.