Hybrid Executive Professional (Human Services) bei Union County, NC

About the Department

The Executive Professional, under limited supervision, coordinates activities and/or provides senior level administrative support for an executive which requires an understanding of complex processes, data, and/or operations of a department; creates and/or maintains associated documents and databases, arranges/coordinates meetings, special events; updates supervisor of critical issues/events; provides detailed responses to requests for information; reviews and updates administrative procedures; prepares and files required metrics and regulatory reports; and serves as administrative coordinator for annual budget process.  


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-JZR1MQXIV?u=86102
Please note: Any candidates (internal or external) not taking all the required tests as part of the application process will not be considered.

Position Duties

Provides executive level administrative support in assigned area(s); coordinates activities within and across other County departments; follows up on projects and transmits information to others as appropriate. 

Plans, organizes, coordinates, and oversees daily office activities.
 
Coordinates work assignments of department/unit support employees.
 
Composes letters, memos, and reports.
 
Researches and compiles background material for meetings; develop agendas, and schedules.
 
Resolves complex inquiries and ensures compliance with organizational and/or departmental policies and procedures.
 
Assists supervisor with the resolution of issues or conflicts by investigating/researching issues and making recommendations.
 
Establishes departmental procedures for handling and maintaining confidential materials.
 
Oversees work unit files, records, databases, and reports; ensures departmental records and retention guidelines are met.
 
Drafts reports including conclusions and recommendations for solving administrative problems.
 
Analyzes administrative operating practices to create new systems or revises established procedures.
 
Develops new processes or procedures relevant to the support needs of the office.
 
Prepares and processes various forms for payroll/human resources system input.
 
Assists in establishing and controlling budgets; maintains accountability for budget expenditures.
 
Reviews and/or prepares budget reports; approves expenditures and office expenses.
 
Oversees coordination of projects, special events, and/or programs.
 
Researches information, prepares charts and illustrations, computes and tabulates data, prepares summaries.
 
Performs related additional duties as required and assigned.

POSITION-SPECIFIC FUNCTIONS:
 
Human Services

Displays emotional intelligence and exercises discretion and tact in dealing with sensitive topics/ information. Maintains confidentiality in all situations. 

Works to ensure leadership awareness of Agency-wide and multi-department initiatives and activities.

Assists Agency leadership by engaging with the public and staff to understand and address customer service needs and concerns on behalf of Agency Leadership. 

 Helps prepare for and coordinate departmental and agency-wide meetings, prepares meeting agendas and presentation material, records minutes, and ensures notification and calendaring of meeting dates, changes/cancellations, and other pertinent information.
 
 Maintain familiarity with Agency services, the County's Personnel Resolution, County Ordinances, and General Statutes that deal with local and county rules or laws, to adequately assist leadership.
 
 Researches, prioritizes, and follows up on issues and inquiries in coordination with Agency leadership, taking necessary steps to provide information to the general public and community partners regarding programs and activities, resolve problems, or expedite actions to ensure proper completion.
 
 Coordinates with leadership to research, prepare, and submit Board agenda items, ensuring all pertinent details and actions are included and entered in the Board’s software management system on time.
 
 Maintains records, agreement addendums, and state and federal required documents following applicable Records Retention and Disposition Schedules (County and NC Department of Cultural Resources) as appropriate. If not directly accountable for record storage, maintains knowledge of record retention processes, and can retrieve records upon request.
 
 Assists with content management for the Agency’s internal and public-facing website by serving as a designated content contributor with responsibility for verifying accuracy and completeness of data and content and adding that content to the site.
 
 Engages with outside partners and internal departments County-wide when an event or meeting is requested to be hosted at the Human Services Center and assists in coordinating approved meetings. Coordinates meetings or events at any County facility for all Human Services departments. Ensures availability of rooms, equipment/ materials, refreshments, etc., including coordination with the Business Operations Customer Service team and Information Technology for meeting room setup and AV support.
 
 Maintains accountability for monitoring, coordinating, and helping leadership manage the Human Services building's physical environments, including facility up-fits, ongoing seating and key management, building maintenance, janitorial needs, and maintenance of office equipment. Coordinates with County Facilities, outside vendors, and staff to ensure work is planned and successfully completed and that status updates are provided to leadership frequently.

Coordinates with Safety and Risk Management and Human Services Preparedness team members to help ensure building safety plans and educational materials are in place and staff are informed and educated about safety measures.
 
 Attends Consolidated Human Services Board (CHSB) and BOCC meetings, hearings, and workshops, as directed, and stays abreast of meeting content that is, or might be, applicable to the Human Services Agency.
 
 Makes special purchases and coordinates educational and travel reservations as needed; Maintains supporting documentation for monthly P-Card purchases and coordinates monthly review, signature, and submission of P-card statements to Finance.

Minimum Qualifications

MINIMUM QUALIFICATIONS

Education and Experience:

Associate’s Degree from an accredited university, and six (6) years of related experience; or equivalent combination of education and experience.

PREFERRED QUALIFICATIONS

Education and Experience:

Associate’s Degree from an accredited university, and six (6) years of related experience; or equivalent combination of education and experience.

Licenses or Certifications:

Possession of a Notary Public Certificate or ability to obtain certification within six (6) months of employment.

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.