Hybrid Administrative Support Specialist III- Detention Center bei Harnett County, NC

About the Department

POSITION SUMMARY:

An employee in this position performs a variety of administrative support duties in an office and works independently performing duties requiring ability to interpret and apply departmental rules and regulations to a variety of situations for the assigned department within Harnett County.  This includes handling certain activities such as information processing, fiscal controls, and computer systems administration and/or performing a special aspect of a program or office activity.

Position Duties

ESSENTIAL FUNCTIONS OF THE POSITION:
            

• Performs any of the following functions depending on area assigned.
• Secures information via telephone, email, or personal contact; selects appropriate materials to answer questions; and often handles the inquiries independently.
• Handles confidential or sensitive information in an appropriate manner; may require verbal or written reports on more complex issues.
• Enters data.
• Provides support for personnel actions and paperwork; keeps track of training records and certifications for assigned department.
• Orders supplies and materials.
• Distributes mail; arranges for postage.
• Creates and maintains spreadsheets; tracks information.
• Creates and distributes bulletins, flyers, etc.
• Prepares a variety of scheduled reports for various government agencies. 
• Interprets a variety of rules, regulations, and information on the program and assigned department’s activities.
• Independently drafts and composes correspondence and reports.
• Operates a personal computer or word processor in generating correspondence, memoranda, notes, minutes, reports, or other materials; reviews work for compliance with instructions, spelling, punctuation and basic grammar; and proofreads final copies of materials.
• Reviews and verifies records and reports for correct information; processes documents including time sheets for payroll based on review and verification; files and retrieves materials; and performs periodic follow-up activities.
• Requests information using standardized forms; compiles information requiring the selection of data from well-established sources.
• Screens and routes materials according to content of communications; and performs research or pulls related materials from files.
• Maintains activity records and files; initiates appropriate follow-up or further action based on the status of office activity.
• Based on review of office records or reports, identifies potential inconsistencies; determines the cause; and resolves problem.
• Serves as backup for positions within the assigned department.

• Performs other related duties as assigned.

Minimum Qualifications

MINIMUM REQUIREMENTS TO PERFORM WORK: 

• High school diploma plus supplemental business courses;
• Three (3) years of related work experience in performing secretarial, clerical, or office management work including contact with the public; and
• Or equivalent education and/or experience.

• Knowledge of office practices and procedures.
• Knowledge of correct grammar, vocabulary, and spelling.
• Knowledge of the County function assigned and its related policies, programs, procedures, and regulations.
• Knowledge of the application of word processing, data base systems, spreadsheets, and special applications software and peripherals to the work of the assigned department.
• Skill in collaborating with others.
• Skill in resolving conflicts.
• Skill in working with data, figures, and arithmetic.
• Skill and in preparing accurate records and using related technology.
• Ability to communicate effectively in person and by telephone.
• Ability to gather and give basic information and instructions on departmental programs based on inquiries.
• Ability to be tactful and courteous.
• Ability to gather and compile materials from a variety of sources.
• Skill in operating a variety of office machines such as a personal computer, typewriter, calculator, fax, copier, or other equipment. 
• Skill in taking minutes and/or dictation.
• Ability to use a wide variety of word processing and other computer technology, including the Internet, to generate work for the office assigned.
• Ability to use judgment in organizing and establishing priorities and work assigned.
• Ability to record information, handle cash deposits, and balance figures.
• Ability to compile information based on general instructions.
• Ability to arrange and place records, reports and files into a proper sequence.
• Ability to establish and maintain effective working relationships with supervisors, employees, and the general public.
• Ability to plan, organize, monitor, evaluate, and delegate duties to others as assigned and train others in work procedures.
• Ability to take and transcribe meeting minutes

Other Qualifications

PHYSICAL DEMANDS:

Must be able to perform sedentary work and occasionally exerting up to 10 pounds of force to lift, carry, push, pull, or otherwise move objects.   This work also involves the physical abilities of grasping, handling, perceiving sounds at normal speaking levels, lifting, having manual dexterity, using mental acuity, pulling, pushing, performing repetitive motion, speaking, standing, stooping, expressing ideas by the spoken word, and walking.  An incumbent must also possess the visual acuity to prepare and analyze data and figures, use a typewriter or computer, and determine accuracy. 

WORK ENVIRONMENT:
            
The employee works in an office setting.