Processing Assistant IV-Admin

Primary Purpose

  The primary purpose of this position is back up support for the Agency Human Resource duties. Provide administrative support to the Director, and the Deputy Director positions. Access, reviews, compile and stores multiple sources of data and information to generate appropriate criteria for reports. Determines sources and gathers information, via interviews, surveys and other methods, to complete work in assigned Human Resources area(s); researches, compiles, explains, and presents data. This position also tracks case record locations, handles incoming and outgoing correspondences and mail, maintain statistical and compliance logs. This position provides backup support in tracking case records, handle incoming and outgoing correspondences and mail, maintain statistical and compliance logs. This position assists with the tracking of State and County reports though the North Carolina Families Accessing Services through Technology (NCFAST) system. This position also uses the State and County systems for verification of assets.  

Essential Functions

 

• This position has constant contact with all units within the Agency.
• This position adheres to the strict confidentiality rules enforced by the Agency.
• Intense visual attention and mental concentration are necessary in this position to assure that Human Resources information is presented accurately.
• Universal cross training is required of this position.  This offers the flexibility essential for meeting daily challenges of the fluctuating nature of work flow in the following areas: Human Resources questions and answers, file room, switchboard, data processing, receptionist, Child Protective Services (CPS),  Adult Service Program area, maintain case and State ID numbers for case records, mail sorting and distribution, case set-ups and closures, processing all incoming, outgoing and courier mail, state forms and manual material, personnel duties, and spreadsheet creations.
• Client case records are set up. Physical locations to and from filing room are tracked electronically.
• Electronic and mechanical client files are maintained in case number order.
• The office machines that are used by this position on a regular basis are: personal computer, scanner, printer, copier, fax and phone. Materials used are envelopes and copy paper. Rough drafts accompanied by verbal requests are needed to perform duties.
• This position is directly supervised by the Administrative Assistant II.
• This position is available for disaster/shelter assignments when needed.
• Other tasks as assigned.

 

Minimum Education and Experience

  Graduation from high school and demonstrated possession of knowledge, skills and abilities gained through two years of office assistant/secretarial experience; or an equivalent combination of training and experience.  

Additional Information

Knowledge, Skills, and Abilities Significant knowledge of office or work unit procedures, methods, and practices. Significant knowledge of and ability to use correct grammar, vocabulary, spelling and office terminology to compose and/or proofread correspondence, reports and other materials. Ability to apply sentence and grammatical structure to independently compose and format materials. Ability to record, compile, summarize, and perform basic analysis of narrative and numerical materials. Ability to learn and independently apply laws, departmental rules and regulations. Ability to learn office processes and procedures and apply this knowledge in problem-solving and responding to questions and inquiries. Ability to use judgment in coordinating and monitoring office procedures and workflow. Ability to use courtesy and tact in performing public contact and communication duties that may be sensitive in nature. Ability to schedule and coordinate a variety of appointments, meetings and/or conferences. May require ability to supervise or coordinate the work of other staff, student workers, or volunteers.