Administrative Support Assistant- Youth and Family Services

County of Mecklenburg, NC•Charlotte, NC

2d•$20 - $24

About The Position

Perform routine administrative, clerical and technical work. This position, under general supervision, is responsible for general administrative functions of variety and specialization in the Child, Adult, Family Services Department and will support the Sr Social Services Manager and the Assistant Division Director. The hours for this position are 8:00 a.m. to 5:00 p.m., Monday through Friday. This position will be located at 720 E. 4th St, Charlotte, NC 28202 or 10101 David Taylor Dr., Charlotte, NC 28262 (Work location will be assigned at time of offer). In addition to your primary work location, this position may require occasional work at another Youth and Family Services worksite to meet business needs. (Locations: CCOB-720 E. 4th St, Charlotte, NC 28202, David Taylor- 10101 David Taylor Dr., Charlotte, NC 28262, or Ella B. Scarborough-430 Stitt Rd, Charlotte, NC 28213, 3205 Freedom Dr., Charlotte, NC 28208).

Requirements

Minimum of two years of administrative experience
High School Diploma or equivalent
May require a North Carolina or South Carolina Driver's License
May require County Driving Privileges
May require an Annual Motor Vehicle Record (MVR) check
Knowledge of Administrative and clerical procedures and systems using various computer applications, managing files and records
Knowledge of Scheduling and Coordinating: Managing calendars, scheduling meetings, organizing and closing trainings, and booking rooms.
Knowledge of Principles and processes for providing customer and employee services
Knowledge of Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar
Knowledge of Preparing, organizing, auditing, sampling, records/files in paper and digital format.
Skills in Customer service Coordination and organization Judgment and decision-making Time management
Skills in Communication - Preparing reports, invoices, and emails while managing internal/external correspondence.
Skills in Interpersonal Skills - Professionalism, and a customer-service mindset.
Skills in Flexibility – To extend work hours to more than 8 hours in a day or 40 hours in a week, on an as needed basis, to complete assigned tasks.
Abilities in Adaptability: Maintaining effectiveness when experiencing major changes in work responsibilities or environment; adjusting effectively to work within new work structures, processes, requirements, or cultures
Abilities in Building Customer Loyalty: Effectively meeting customer needs; building productive customer relationships; taking responsibility for customer satisfaction and loyalty
Abilities in Building Trust: Interacting with others effectively to build confidence in one’s intentions and those of the organization
Abilities in Initiating Action: Taking prompt action to accomplish objectives; take action to achieve goals beyond what is required; being proactive
Abilities in Managing Work: Effectively managing work time and resources to ensure that duties are completed efficiently
Abilities in Stress tolerance: Maintaining stable performance under pressure or opposition; handling stress in a professional manner acceptable to others and to the organization
Computer Skills in Data entry
Computer Skills in Intermediate use in various computer applications.
Computer Skills in Proficient in various computer applications including Microsoft Office Suite

Nice To Haves

Department of Social Services Assignment - Bilingual (Spanish and English) proficiency oral and written

Responsibilities

Work front desk reception, assisting walk-in customers as a visitor receptionist.
Completion of tasks assigned by the Assistant Division Director
Provide administrative support to internal departmental staff and ensure tasks are completed as required
Respond to inquiries and resolve administrative issues that may arise
Answer incoming multiphone lines, filtering callers to correct staff or service area, and documenting calls as required
Prepare written correspondence such as memos, forms and emails
Liaising with departmental staff and other collaborative community partners, e.g. State representatives.
Conduct background client research
Create, maintain, organize and enter information into databases and use various computer applications
Operate office equipment, fax machines, copiers, or phone systems and arrange for needed repairs
Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as correspondence, or other material
Order supplies, business cards, staff forms, etc. as needed
Manage KeyPer Vehicle System for staff vehicles
Prepare and process records/documents for offsite storage
Operate mail systems and coordinate the flow of information, internally or externally
Schedule, confirm and maintain meetings, events, and schedules
Compose, type, and distribute information such as meeting notes, agendas, and general information
Trainings – reserve facilities, create training in Meck Talent, monitor registration and mange roster - conduct check-in and close out training.
Take and transcribe meeting minutes
Use of NC FAST system, CONCUR system
Some positions may be required to support enrollment and eligibility activities performed in the NC FAST and PATH-NC system
Answer incoming multiphone lines, filtering callers to correct staff or service area, and documenting calls as required