Senior Administrative Assistant - CDSA

County of Mecklenburg, NC•Charlotte, NC

5d•$21 - $27•Onsite

About The Position

At NC DHHS the Division of Child and Family Well-Being (DCFW) focuses on supporting whole child and family health and well-being for North Carolinians. DCFW works to ensure that North Carolina’s children grow up safe, healthy and thriving in nurturing and resilient families and communities. DCFW has complementary programs from the Divisions of Public Health, Mental Health, and Social Services to maximize services and outcomes for children and their families, including nutrition programs (SNAP, WIC and Child and Adult Care Food Program), health and prevention services for children and youth, children’s behavioral health services, and early intervention programs. The North Carolina Early Intervention Section (NCEI) is a part of the N.C. Division of Child and Family Well-being. It is the lead agency for the N.C. Infant-Toddler Program (ITP). The Infant-Toddler Program provides supports and services for families and their children, birth to three who have special needs. Research shows that this time period is critical. It offers a window of opportunity to make a positive difference in how a child develops and learns. Children's Developmental Services Agencies (CDSAs) across North Carolina work with local service providers to help families help their children succeed. Position Summary Perform progressively responsible administrative, clerical, and technical work. This position, under minimal supervision, is responsible for advanced administrative functions of variety and specialization in a department. Will be responsible for supporting the on-going tasks and supports needed by the CDSA Business Office, specific but not limited to insurance verification, processing financial paperwork of incoming and existing families, monitoring electronic medical records, etc.

Requirements

Minimum of four years of administrative experience
High School Diploma or equivalent
May require a valid North Carolina or South Carolina Driver's License
May require County Driving Privileges
Knowledge of administrative and clerical procedures and systems using various computer operations, managing files and records
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
Customer service skills
Coordination and organization skills
Judgement and decision making skills
Time management skills
Adaptability: Maintain effectiveness when experiencing major changes in work responsibilities or environment; adjusting effectively to work within new work structures, processes, requirements, or cultures
Building Trust: Interacting with others in a way that gives them confidence in one’s intentions and those of the organization
Communication: Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the information provided
Customer Focus: Effectively meeting customer needs; building productive customer relationships; taking responsibility for customer satisfaction and loyalty
Initiating Action: Taking prompt action to accomplish objectives; take action to achieve goals beyond what is required; being proactive.
Planning and Organizing: Establishing courses of action for self and others to ensure that work is completed efficiently
Stress tolerance: Maintaining stable performance under pressure or opposition; handling stress in a manner that is acceptable to others and to the organization
Data entry computer skills
Intermediate use in various computer applications.
Proficient in various computer applications including Microsoft Office Suite

Nice To Haves

Assists with special projects as assigned to include agency support needs (e.g., AT, training/travel registration, child find, ordering supplies).
Completes orientation for new staff to inform of Administrative Support Assistant duties within a month of new hire start date, including completing the All-Things Tech Orientation for new staff.
Supports the monitoring of federally required service timelines in unison with team supervisor through management of service logs (training provided)
Maintains data and, thus, requires practical knowledge of Microsoft Suite, including Excel, as well as navigates electronic medical record charts for the purposes of monitoring.

Responsibilities

Provide administrative support to internal departmental staff
Respond to inquiries and resolves administrative issues that may arise
Prepare written correspondence such as memos, emails, presentations, forms, and other documents
Coordinate meetings, interviews and assist with program preparation
Prepare, develop or maintain reports, manuals, or interview documents
Conducts moderately complex research.
Perform confidential data entry, create, organize and maintain files
Maintain supply levels and ordering stock
Use computers for various operations such as database management
Answer telephone or greet visitors and handle or direct inquiries to the appropriate persons according to the need/issue presented
Operate office equipment: fax machines, copiers, or phone systems and arrange for repairs when equipment malfunctions
Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as correspondence, or other material
Compose, type, and distribute meeting notes, agendas, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports
Some positions may be required to support enrollment and eligibility activities performed in the NC FAST system
Some positions may be required to provide general guidance and direction to lower-level staff.