Administrative Support Specialist - Services For Adults

This is an exempt, full-time position located onsite Monday – Friday from 8 AM to 5 PM at 10101 David Taylor Drive, Charlotte, NC 28262. Position requires travel between multiple locations as needed.

About the role

This position provides high-level administrative, clerical, technical, and financial support to the Services For Adults (SFA) Division of the Mecklenburg County Department of Child, Family, & Adult Services (CFAS). The Administrative Support Specialist serves as a central resource for day-to-day administrative coordination, helping ensure that division activities, workflows, and customer interactions run smoothly and efficiently. The role requires a high level of professionalism, independent judgment, and adaptability, often involving confidential or sensitive information that must be handled with exceptional discretion.

The ideal candidate will demonstrate strong organizational abilities, experience managing competing priorities, and comfort working in a fast-paced environment supporting multiple programmatic areas within the SFA Division. The position also serves as a key point of contact for internal staff, leadership, community partners, and members of the public, requiring outstanding communication and customer service skills.

The role contributes significantly to the division’s ability to deliver effective, timely, and high-quality services to older adults and adults with disabilities.

Responsibilities

• Provides administrative support to the department, including managing the reception area.
• Answers a high volume of incoming calls and assists individuals in a prompt and courteous manner.
• Demonstrates broad knowledge of County services and programs, appropriately directing individuals as necessary.
• Greets incoming guests and directs guests and staff to meetings as appropriate.
• Reserves conference rooms for the department.
• Sorts and distributes departmental mail daily.
• Processes payments and encumbrances for the department using the Advantage payment system in a timely manner.
• Assists with budget and procurement card reconciliation on a monthly basis.
• Maintains accounts payable manual for all invoices processed.
• Orders departmental supplies/technology, prioritizing environmentally friendly products.
• Reserves and keeps a log of the County vehicle for staff members as requested.
• Updates telephone lists, departmental directories, and reports, then distributes to staff.
• Coordinates onboarding/offboarding efforts for office staff.
• Ensures compliance and tracking of office policies and procedures, including travel and training.
• Creates and maintains spreadsheets, presentations, and communication materials using Microsoft Excel, PowerPoint, Word, and Canva or similar design tools.
• Handles fiscal responsibilities, including processing invoices, supporting purchasing activities, assisting with budget monitoring, and maintaining financial documentation.

Requirements

• 2 years of clerical experience in the area of assignment.
• Associate degree (combination of relevant education and experience accepted).
• May require a valid North Carolina or South Carolina Driver's License.
• May require County Driving Privileges.

Preferred Qualifications

• Five years of management-level administrative experience, preferably in the public sector.
• Intermediate to advanced experience using Microsoft Excel, PowerPoint, Word, and Canva (or similar design tools).
• Previous experience with fiscal responsibilities, including processing invoices, supporting purchasing activities, procurement, accounts payable, budget monitoring, and maintaining financial documentation.
• Previous experience planning and supporting large-scale community initiatives.
• Commitment to high quality, accuracy, timeliness, tact, and creativity.
• Strong problem-solving skills and organizational abilities.
• Outstanding communication and customer service skills.
• Ability to manage competing priorities and perform in a fast-paced environment.

Skills

• Knowledge of administrative and clerical procedures and systems, including computer operations, file management, and records management.
• Principles and processes for providing customer and employee services.
• Structure and content of the English language, including spelling, grammar, and composition.
• Knowledge of the Advantage Payment Processing System.
• Professional in-person interpersonal communication and telephone etiquette.
• Purchasing and inventory management of office supplies.
• Prioritizing work and organization.
• Customer service, coordination, and organization.
• Judgment and decision-making.
• Time management.
• Adaptability to changing work responsibilities or environments.
• Building trust through effective interactions.
• Clear communication through various media.
• Customer focus and relationship-building.
• Initiating action and proactivity.
• Planning and organizing for efficient work completion.
• Stress tolerance under pressure or opposition.
• Intermediate/advanced computer skills, including Microsoft Office Suite and data entry.

Pay

Salary range: $47,393.00 to $59,241.00 per year. Pay rates are based on education, skill, experience level, and internal equity.

Benefits

• Medical, dental, vision, life, short-term disability, long-term disability, accident, cancer, critical illness, medical bridge, and pet insurance.
• Dependent care, healthcare, and commuter flexible spending accounts.
• Health savings account.
• Paid holiday, vacation, and sick days.
• Near-site clinics for preventive care and illnesses.
• Employee assistance program, including financial and legal counseling.
• Access to Mecklenburg County fitness and aquatic facilities.
• Paid family leave.
• Tuition reimbursement.
• 5% employer match on retirement savings plan contributions.
• Defined benefit plan for retirement.

Schedule

Monday – Friday, 8 AM to 5 PM.

Work Environment

Works in an office setting with moderate noise.