Administrative Support Associate III - Front Desk

Buncombe County Government•Asheville, NC

5d•$20 - $24•Onsite

About The Position

Our Community Services unit is seeking an Administrative Support Associate III to join our team. This position is primarily responsible for screening and routing of each customer who presents for services. These services include SNAP (food stamps), childcare, veterans services, and social work. Additional responsibilities for this position include maintaining the community resource table, managing customer mail, posting important notices, and supporting a variety of administrative needs. The ideal candidate is someone who responds quickly to resident needs and can confidently direct individuals to the appropriate resources. This role is based at one of the most dynamic and interactive buildings in the county—the Health and Human Services building at 40 Coxe Avenue—and involves frequent public interaction throughout the day. We provide free parking for all of our employees in our attached parking garage. HHS opens at 7:30 AM and closes at 5 PM, so the typical work schedule includes some flexibility. This position will work with their supervisor to adjust their work start and end times to stay at 40 hours per week while providing coverage. This position reports to the Community Resource Consultant and is part of a collaborative team of 14 individuals. This position is to be hired as soon as possible, with interviews slated for late August and a start date of early September. English/Russian, English/Spanish, and English/Ukrainian bilingual candidates are strongly encouraged to apply and are eligible for a bilingual pay stipend. Purpose of the position: The purpose of this position is to provide administrative support to ensure efficient operations of a program, or department.

Requirements

High School diploma or equivalent and four (4) years of customer service/office experience; or an equivalent combination of education and experience.
Knowledge of general office or work unit procedures, methods, and practices.
Knowledge of and ability to use correct grammar, vocabulary, spelling, and office terminology to compose and/or proofread correspondence, reports, and other materials.
Knowledge of all services provided by programs within the division and the policies and procedures that govern the work of the division.
Ability to be resourceful and use sound judgment in gathering and giving information and coordinating and monitoring office activity and workflow.
Ability to record and compile information with tedious attention to detail.
Ability to learn and independently apply laws, departmental rules, and regulations.
Ability to learn office process and procedures and apply this knowledge in problem-solving and responding to questions and inquiries.
Ability to use judgment in coordinating and monitoring office procedures and workflow.
Ability to use courtesy and tact in performing public contact and communication duties that may be sensitive in nature.
Ability to schedule and coordinate a variety of appointments, meetings and/or conferences

Nice To Haves

English/Russian, English/Spanish, and English/Ukrainian bilingual candidates are strongly encouraged to apply and are eligible for a bilingual pay stipend.

Responsibilities

Perform a variety of general clerical and office administrative work to support efficient program or department operations; including but not limited to answering of phones, greeting, and assisting walk-in customers, distribution of mail, and general data entry tasks.
Provide internal and external customer service via phone, email, and in person; respond to inquiries about program services, take message and/or refer inquiries to the most appropriate parties when necessary.
Coordinate and support department/program meetings and events, such as invitation/ distribution, registration, agenda development, dissemination, and minute-taking duties; set up conference rooms; notify participants; prepare and/or assemble meeting materials including multimedia equipment.
Maintain and order office supplies, as assigned and when needed.
Coordinate the preparation, editing, and distribution of correspondence, reports, and documents, such as fax and referral monitoring, data entry; accreditation document processing; policy dissemination and tracking; document management.
Perform accurate and timely data entry; post or file client data as required.
May assist in sending out billings and other mass mailings; Process departmental invoices, billing, purchase orders and AFPs.
Perform basic research and compile documents needed for various reports and management-level documents.
May accept payments for fees, fines, goods, or services as required by the department; may balance cash drawers or registers, and prepare required cash reports.
Assist with special projects and duties as requested.
Perform other related duties as assigned.