Hybrid Administrative Professional II (Floater) bei Union County, NC

About the Department

The Administrative Professional II, under general supervision, performs functions such as administrative support; creating and maintaining accurate files, records, reports, and documents for use by the department and/or the public. The positions may be required to handle cash or perform a broader spectrum of bookkeeping/budget related activities. Provides customer service activities that includes responding to inquires requiring technical knowledge about the department or county processes, policies and procedures.  Many instances require tack and independent actions particularly when encountering sensitive or confidential matters.

As part of the recruitment process for this position, an online skills assessment is required to test the abilities needed to fulfill the essential functions of this job.  After completing the application, please copy and paste the following link to complete the assessment: 
https://www.ondemandassessment.com/link/index/JB-ULPUSGR70?u=86102

Position Duties

Provides administrative support for the assigned department; processes a variety of documentation associated with department operations within designated timeframes and per established procedures.

Collects, opens, and distributes department mail; maintains department calendars and schedules meeting or other activities.

Acts as a liaison with other departments and conveys pertinent information among department staff.

Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; initiates and returns calls as necessary; provides information/assistance regarding department services, activities, and procedures; distributes forms forms/documentation as requested; and responds to routine questions or complaints and initiates problem resolution.

Coordinates arrangements for meetings and workshops; notifies meeting participants of date/times; and secures meeting space.

Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, reconciles with monthly statements, and assigns appropriate budget code; forwards invoices and associated documentation to Finance for processing.

May assists in preparing/monitoring department budget; monitors status of expenditures concerning available funds in budget accounts; works with the Budget office to prepare budget transfer forms. Performs cash handling, p-card processing, and bookkeeping functions.

Maintains confidentiality of departmental issues and documentation.

Maintains file systems of various files/records for the department; prepares and sets up files; sorts/organizes documents to be files; files documents in designated order; retrieves and replaces files; purges, shreds, or destroys confidential or obsolete documents and files in compliance with records retention policies and procedures.

Operates a computer to enter, retrieve, review or modify data; performs data entry functions verifying the accuracy of entered data.

Composes, prepares, or completes various forms, reports, correspondence, spreadsheets, presentations, or other documents.

Performs other related duties as assigned.

POSITIONS-SPECIFIC FUNCTIONS

Human Services – Transportation: Floater

Complies with policies and procedures set forth by the Transportation Department, Union County, NCDOT, and FTA.

Demonstrates outstanding organizational and multitasking abilities. Performs a variety of duties, often changing from one task to another with frequent interruptions and/or distractions.

Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations, and alternatives before exercising judgment.

Provides excellent customer service for clients; practices confidentiality and privacy protocols in accordance with policies.

Maintains high standards of accuracy in work products and while completing all duties.

Exhibits a high level of productivity to balance a large volume of individual client and corporate business partner interactions daily along with other administrative and operational tasks, ensuring all requests and work deliverables are completed in a timely manner.

Assist clients by determining needs, scheduling or canceling appointments, or referring to correct staff person.

Prioritizes calls according to urgency and importance.

Monitors and updates schedule within routing platform, for trip availability; maintains contact with UC Transportation and clients, notifying both of any scheduling changes.

Manages the approval or denial of trips received via the routing platform’s consumer portal application.  

Screens client’s relevant ridership information: new address, new phone numbers, or update registration and informs client of adequate information to be presented at time of transport. 

Maintains computer-generated logs of all service requests; updates client information, driver hours, mileage, and passenger information for reporting purposes.

Collaborates with other scheduler and dispatcher to verify next day and same day trips can be accommodated.

Ensures broker trip requests work in the route schedule before accepting.

Collaborates with other Sr. Admin Support Specialist to assure accuracy of reservation appointment information input in the transportation routing platform. Works with reservation technicians to resolve issues and ensure understanding so that future mistakes can be avoided.

 Ensures trips on multiple Medicaid Broker platforms are scheduled and updated as changes occur.

Audits Medicaid Broker call logs to ensure drivers have completed them accurately and submits to broker with billing.

Informs clients of any existing balance noted in computer and request client be prepared for any payment due at time of transport.

Maintains client spreadsheets and records passenger payment of fares.

Maintains a spreadsheet for No Show fees and Late Cancel fees due and unpaid charges. Works with Transportation Analytical Specialist on communication to clients.

Records, verifies and prepares bank deposits for Transportation; maintains accurate filing system for Daily Revenue Reports for Transportation.

Conducts new passenger registration and identifies appropriate funding sources for the provision of service.

Learns required paperwork for each funding source, obtains disability statements from physicians, and files and notifies passengers as needed by phone or correspondence.

Ensures that all files are input into routing platform as needed and all pertinent information is noted consistently in platform and the client files, striving for accuracy in both.

Operates a two-way radio system for monitoring and communicating with Transportation drivers throughout the day.

Manages emergency calls from drivers and is responsible for contacting Emergency Communications (911) to dispatch ambulance service, police, etc., as required. Gathers facts while remaining calm and focused during emergency situations, giving only appropriate facts while providing information to the Emergency Communications Telecommunicator and transmitting to pertinent staff.

Ensures daily scheduling of Transportation fleet vehicles by developing plans to provide requested client trips in the most efficient way possible. 

Assesses unexpected problems with transportation (e.g., flat tire, unexpected roadway closure) and helps develop a plan to limit disruptions in client transport schedules.

Reviews daily route-related logistics, assists with documentation of patterns or inefficiencies and recommends process changes to maximize efficiency and service miles provided to clients.

Assures that next-day cancellations are provided to the appropriate driver when they are received after the distribution of schedules.

Gathers and logs miles and lift counts for each transit vehicle daily/weekly. Updates service log weekly. Works with Human Service Supervisor and Fleet to ensure vehicles are serviced in a timely manner.

Attends fairs to promote Transportation among county residents and employees.

Attends scheduled department staff meetings.

Covers other Transportation staff positions when required or requested, such as backup for the other Admin Professionals, Dispatch, Transportation Reservations Technician, and Transportation Analytical Specialist. 

Minimum Qualifications

MINIMUM QUALIFICATIONS

Education and Experience:

High School Diploma or an acceptable equivalency diploma (GED), and four (4) years of related experience; or equivalent combination of education and experience.  

Applicable to Identified Human Services Positions Only: In order to perform work in this role, within (30) thirty days of employment you must provide immunization records, provide proof of immunity, or receive/start the required vaccination series, as applicable, along with complying with any necessary screenings, as required by the Union County Division of Public Health and its Healthcare Personnel Immunization and Tuberculosis Screening Policy, in accordance with applicable law.

Other Qualifications

PHYSICAL DEMANDS

Must be physically able to operate a variety of machinery and equipment including computers, printers, telephones, calculators, copiers, fax machines, cash registers, paper cutters, intercom, etc. Must be able to exert up to 30 pounds of force occasionally, and/or a negligible amount of force constantly to move objects. Physical demand requirements are in excess of those for Sedentary Work. Light Work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

WORK ENVIRONMENT

Work is performed in a safe and secure work environment that may periodically have unpredicted requirements or demands.