Administrative Professional II bei Union County, NC

About the Department

The Administrative Professional II BPT, 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 tact and independent actions particularly when encountering sensitive or confidential matters.

Please note: This is a Benefitted Part Time position.

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/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/time; and reserves meeting space.

Processes invoices for payment; reviews invoices for accuracy, researches discrepancies, reconciles monthly procurement card statements, and assigns appropriate budget code(s); submits invoices and associated documentation to Finance for processing payments.

May assist in preparing/monitoring department budget; monitors status of expenditures in relation to available funds in budget accounts; works with the Budget office to prepare budget transfer forms. Performs cash handling, procurement 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 filed; 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

Public Communications

Oversees departmental contracts with vendors, coordinating the approval process and maintaining clear communication with vendors.

Prepares and submits agenda items for Board of Commissioners meetings on behalf of the department.

Coordinates requests for support or assistance from the Facilities team on behalf of the department.

Submits award applications for the department, in collaboration with team members.

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.  

Special Requirements: 

Demonstrated experience in using computers for a variety of administrative tasks, including document creation, data entry, and online research.

Proficiency in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook.

Proven experience in managing budgets, processing invoices, and maintaining accurate financial records.

Excellent organizational skills with a strong attention to detail and the ability to prioritize tasks effectively.

Strong written and verbal communication skills, with experience in drafting correspondence, reports, and presentations.

Ability to work independently and as part of a team, with a positive attitude and a commitment to providing excellent support.

Experience in managing relationships with internal and external stakeholders, including vendors, clients, and senior management.

PREFERRED QUALIFICATIONS

Education and Experience:

Four or more years of experience in an administrative support role, preferably in a fast-paced, professional environment.

Licenses or Certifications:

Relevant certifications in office management, finance, or Microsoft products.

Special Requirements: 

Ability to create and manage complex Excel spreadsheets, including the use of formulas, pivot tables, and data visualization tools.

Strong analytical skills with the ability to interpret financial data and provide insights to support decision-making.

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.