Lead Office Assistant

State of North Carolina

11h • Onsite

About The Position

This position will be housed at the Wilmington EIPD Unit office in Wilmington, NC. The selected candidate for this position reports directly to the Unit Manager and processes documents and administrative work generated by the Unit Manager in addition to support personnel and rehabilitation counselors. Candidate functions as an integral component of the responsibility for personnel records/actions, time keeping records, travel expense reports, statistical analysis and data entry. The candidate must record and maintain employee leave to reconcile with UM approval in Fiori. Also, manages/maintains the Imprest Cash account and P-card accounts for office supplies and client purchases. This position is responsible for provision of all personnel changes, orientation of new staff on use of office equipment and ordering/distribution of office supplies and postage. This position acts as computer resource person for the Unit. This position is responsible for training all new support staff in their day-to-day duties. This person assists with the supervision of support staff from the standpoint of carrying out and coordinating duties related to the completion of casework, reception duties, time management, and schedules. Meets with clerical staff regularly to assess office operations and provide training to enhance office/staff coverage. This position provides casework service support to caseloads as dictated by needs of the office and Unit Manager. This position aids receptionist duties by assisting the general public and answering a multi-line telephone system. This person provides general oversight of all office operations, clerical services, and bill processing for caseloads in the Wilmington EIPD Unit in collaboration with the administrative support staff. This position requires daily contact in person and by telephone with employees and other organizations or agencies for the purpose of coordinating services, providing/receiving information as it relates to the agency and/or mutual interests or activities, and sharing of information. The candidate must represent both in person and by telephone, the Unit Manager in their absence and convey messages/information accurately and appropriately. The candidate must maintain, update, and purge as needed extensive filing system to include employee files, HR/personnel correspondence, operational/statistical management of the unit, third-party agreements, and numerous other forms of information/correspondence related to or exchanged between the unit/agency and other parties. The candidate must record/reconcile copier usage, postage meter usage, and long-distance usage. The candidate must record, report and maintain yearly or as needed equipment inventory for unit. This candidate completes projects/reports as assigned by management. Due to travel, a valid Driver’s License is required.

Requirements

• High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.
• Valid Driver’s License is required

Nice To Haves

• Previous experience in establishing and maintaining effective working relationships with staff members and the public.
• Experience planning and organizing work tasks and schedules to meet deadlines, priorities, and needs of the team.
• Experience working with and safeguarding private, confidential information of customers.

Responsibilities

• Processes documents and administrative work
• Personnel records/actions
• Time keeping records
• Travel expense reports
• Statistical analysis and data entry
• Record and maintain employee leave
• Manages/maintains the Imprest Cash account and P-card accounts
• Provision of all personnel changes
• Orientation of new staff on use of office equipment
• Ordering/distribution of office supplies and postage
• Acts as computer resource person for the Unit
• Training all new support staff in their day-to-day duties
• Assists with the supervision of support staff
• Meets with clerical staff regularly to assess office operations and provide training
• Provides casework service support to caseloads
• Aids receptionist duties
• Provides general oversight of all office operations, clerical services, and bill processing
• Maintains, updates, and purges as needed extensive filing system
• Records/reconciles copier usage, postage meter usage, and long-distance usage
• Records, reports and maintains yearly or as needed equipment inventory for unit
• Completes projects/reports as assigned by management

Benefits

• Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis).
• Employees also receive paid vacation, sick, and community service leave.
• In addition, paid parental leave is available to eligible employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED