Sr Administrative Support Assistant - SFA

Mecklenburg County•Charlotte, NC

7d•Onsite

About The Position

The Sr Administrative Support Assistant provides advanced administrative, clerical, and technical support to the Services For Adults (SFA) leadership team in Mecklenburg County’s Department of Child, Family, & Adult Services. Under minimal supervision, the position performs varied and specialized administrative functions, supports staff and program operations, handles confidential information, and conducts moderately complex research. The full-time position is onsite at the Valerie C. Woodard Center in Charlotte, North Carolina. Specific duties include processing monthly Adult Daycare invoices; coordinating invoice training with contracted vendors; conducting CLEAR database searches; preparing Guardianship Status Reports and uploading them to NC Courts; maintaining Notary Public certification; entering and processing specified NCDHHS forms in the appropriate state system; coordinating calendars and meetings for SFA Assistant Division Directors; preparing and distributing meeting minutes; maintaining records and confidential documents; and supporting meetings, trainings, and special events. Additional administrative duties and special projects may be assigned. The position also provides general departmental administrative support, responds to inquiries, prepares correspondence and reports, coordinates meetings and interviews, maintains files and supplies, performs data entry and database-related work, answers or directs telephone and visitor inquiries, and operates office equipment. Some positions may support NC FAST enrollment and eligibility activities or provide general guidance to lower-level staff.

Requirements

At least four years of administrative experience.
High school diploma or equivalent; a combination of relevant education and experience is accepted.
Knowledge of administrative and clerical procedures and systems, computer operations, and file and record management.
Knowledge of principles and processes for providing customer and employee services.
Knowledge of English language structure and content, including word meanings, spelling, composition, and grammar.
Customer service skills.
Coordination and organization skills.
Judgment and decision-making skills.
Time-management skills.
Ability to adapt effectively to changes in work responsibilities, environment, structures, processes, requirements, or cultures.
Ability to build trust through interactions that establish confidence in one’s intentions and those of the organization.
Ability to communicate information and ideas clearly through varied media to individuals or groups.
Ability to meet customer needs, build productive customer relationships, and take responsibility for customer satisfaction and loyalty.
Ability to take prompt and proactive action to accomplish objectives and goals.
Ability to plan and organize work efficiently for self and others.
Ability to maintain stable performance under pressure or opposition and handle stress acceptably.
Data-entry skills and intermediate use of various computer applications.
Proficiency in various computer applications, including Microsoft Office Suite.
May require a valid North Carolina or South Carolina driver’s license and County Driving Privileges.

Nice To Haves

Bilingual oral and written proficiency in Spanish and English.
North Carolina Notary Public certification.
Previous experience with and knowledge of NCDHHS forms and processes.
Previous experience with and knowledge of the NC eCourts system.
Previous experience with and knowledge of the NC FAST system.

Responsibilities

Process monthly Adult Daycare (ADC) invoices.
Coordinate Adult Daycare invoice training with contracted vendors.
Complete CLEAR database searches as requested.
Prepare Guardianship Status Reports, upload them to NC Courts, and maintain Notary Public certification.
Enter and process NCDHHS State forms 5027, 5026, 7016, and 101 in the appropriate state system.
Coordinate calendars and schedule meetings for Services for Adults Assistant Division Directors.
Record, prepare, and distribute meeting minutes when applicable.
Maintain accurate files, records, reports, and confidential documents.
Provide administrative and logistical support for SFA meetings, trainings, and special events.
Perform additional administrative duties and special projects as assigned.
Provide administrative support to internal departmental staff and respond to inquiries or administrative issues.
Prepare written correspondence, presentations, forms, reports, manuals, and other documents.
Coordinate meetings and interviews and assist with program preparation.
Conduct moderately complex research and confidential data entry; create, organize, and maintain files.
Maintain supply levels and order stock.
Use computers for tasks including database management.
Answer telephone calls, greet visitors, and handle or direct inquiries to appropriate personnel.
Operate office equipment, including fax machines, copiers, and phone systems, and arrange repairs when needed.
Set up and manage paper or electronic filing systems and maintain or update documents and records.
Compose, type, and distribute meeting notes, agendas, routine correspondence, and reports.
Some positions may support NC FAST enrollment and eligibility activities or provide general guidance and direction to lower-level staff.