Sr Administrative Support Assistant - SFA

Salary Range: $25.53 to $31.07 per hour. Hiring Range: $25.53 to $26.39 per hour. This is a non-exempt position. Pay rates are based on education, skill, experience level and internal equity.

About the role

The Mecklenburg County Department of Child, Family, & Adult Services strives to strengthen families and communities through a safety-net of services, collaborations, and hope. Our vision is to define and cultivate an organizational culture that is more compassionate and understanding toward each other and our clients.

Services For Adults (SFA) is a part of the Adult Services Division of the Mecklenburg County Department of Child, Family, and Adult Services. The division is responsible for three main program areas: Adult Social Work Services, the Senior Citizens Nutrition Program, and the Mecklenburg Transportation System (MTS).

This full-time position is located onsite at the Valerie C. Woodard Center, 3205 Freedom Drive, Charlotte, NC 28208. The role provides administrative support to the Services For Adults (SFA) leadership team.

Responsibilities

• Process monthly Adult Daycare (ADC) invoices.
• Coordinate Adult Daycare (ADC) Invoice Training with contracted vendors.
• Complete CLEAR database searches as requested.
• Prepare Guardianship Status Reports and upload them to NC Courts; maintain Notary Public certification.
• Enter and process NCDHHS State documents: 5027, 5026, 7016, and 101’s forms in the appropriate state system.
• Coordinate calendars and schedule meetings for Services for Adults (SFA) Assistant Division Directors.
• Record, prepare, and distribute meeting minutes when applicable.
• Maintain accurate files, records, reports, and other 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.
• Respond to inquiries and resolve 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.
• Conduct moderately complex research.
• Perform confidential data entry, create, organize, and maintain files.
• Maintain supply levels and order 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.
• Support enrollment and eligibility activities performed in the NC FAST system (some positions).
• Provide general guidance and direction to lower-level staff (some positions).

Requirements

• Minimum of four years of administrative experience.
• High School Diploma or equivalent.
• Combination of relevant education and relevant experience accepted.
• May require a valid North Carolina or South Carolina Driver’s License.
• May require County Driving Privileges.

Preferred Qualifications

• Bilingual (Spanish and English) proficiency, oral and written.
• NC Notary Public certification.
• Previous experience with and knowledge of NCDHHS forms and processes.
• Previous experience with and knowledge of NC eCourts system.
• Previous experience with and knowledge of NCFAST system.

Skills

• Knowledge of administrative and clerical procedures and systems using various computer operations, managing files and records.
• Principles and processes for providing customer and employee services.
• Structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Customer service.
• Coordination and organization.
• Judgement and decision making.
• Time management.
• Data entry and intermediate use in various computer applications.
• Proficient in Microsoft Office Suite.

Abilities

• Adaptability: Maintain effectiveness when experiencing major changes in work responsibilities or environment; adjust effectively to work within new work structures, processes, requirements, or cultures.
• Building Trust: Interact with others in a way that gives them confidence in one’s intentions and those of the organization.
• Communication: Clearly convey 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 meet customer needs; build productive customer relationships; take responsibility for customer satisfaction and loyalty.
• Initiating Action: Take prompt action to accomplish objectives; take action to achieve goals beyond what is required; be proactive.
• Planning and Organizing: Establish courses of action for self and others to ensure that work is completed efficiently.
• Stress tolerance: Maintain stable performance under pressure or opposition; handle stress in a manner that is acceptable to others and to the organization.

Work Environment

• Works in an office setting with moderate noise.

Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.