Hybrid Administrative Professional III (IT Records Administration) at Union County, NC

About the Department

The Administrative Professional III, under general supervision, performs complex administrative and technical support. Employees perform public contact and administrative office management duties to relieve the manager of operational detail. Work consists of composing reports/correspondence; screening and independently handling a variety of inquiries by telephone and in person. Coordinating functions or activities; interpreting, applying, and explaining program policies and procedures. The range of work is highly technical and complex.

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/o/JB-O2AF8KSX6/landing?u=86102

Please Note: Any candidates (internal or external) not taking the required tests as part of the application process will not be considered. Internal candidates that have taken the required tests within the past 30 days will not need to retake the tests.

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 in relation to 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 duties as assigned.

POSITION-SPECIFIC RESPONSIBILITIES

Human Services (Business Operations) – Information Technology and Records Administration

IT Records: Records Administration

Applies internal standards, procedures, state and grant retention schedule to index, file, maintain and retrieve records. 

Indexes and organizes various program records working with program leads and collaborating with other IT and Vital Records staff to complete records projects.

Creates, updates and maintains the Standard Operating Procedures (SOP) for IT and Records staff. 

Assists various Human Services program areas with administrative and medical records functions, records requests, retention assistance and guidance on records administration.

Uses advanced formulas and automation functions to create charts and compile data in Excel.

Scans, organizes and indexes records in Laserfiche Document Imaging System in addition to physical paper records, and other various record formats. 

Minimum Qualifications

MINIMUM QUALIFICATIONS

Education and Experience:

Associates degree and five (5) 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.

PREFERRED QUALIFICATIONS

Special Requirements: 

Human Services (Business Operations) –Information Technology and Records Administration

Bilingual Spanish. 

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.