Union County, NC
Administrative Professional III (IT Records Administration)
Union County, NC, Monroe, North Carolina, us, 28111
Salary :
$48,460.06 - $72,690.09 Annually Location :
Monroe, NC Job Type:
Full-Time Regular Job Number:
511107 Department:
Human Services Business Operations Opening Date:
09/11/2025 Closing Date:
9/17/2025 11:00 PM Eastern
General Statement
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: 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. Essential Functions 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. 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.
Supplemental Information 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. INSURANCE PROGRAMS
HEALTH INSURANCE
All full-time employees and their eligible dependents can participate on the first day of the first full month of employment. You must sign up for coverage within your first 30 days of employment or wait until the annual enrollment period. Preventative Care Coverage Prescription Coverage
Health & Wellness Center available exclusively to Union County employees, spouses and dependents covered under the health plan.
DENTAL INSURANCE
All full-time employees and their eligible dependents can participate on the first day of the first full month of employment. You must sign up for coverage within your first 30 days of employment or wait until the annual enrollment period.
LIFE INSURANCE
Basic Term life Insurance in the amount of one times the annual salary is provided for all full-time and benefitted part-time employees. Additional coverage for Life Insurance (Accident, Cancer, Long Term and Short Term) is available for purchase through payroll deduction for the employee and eligible dependents.
FINANCIAL PROGRAMS
RETIREMENT
Membership in the North Carolina Local Government Employees Retirement System is a requirement for all full-time and benefitted part-time employees. Employees contribute six percent (6%) of their annual compensation before it is taxed. If you leave County service before retirement, you may withdraw your retirement contributions or elect to freeze your contributions in anticipation of future local government employment. If you have five (5) years of service, you are 100% vested in the NCLGERS.
NC401(k)
The NC401(k) supplemental retirement program is available to full-time and benefitted part-time employees. The County establishes this 401(k) account for each eligible employee and makes a five percent (5%) contribution based on biweekly earnings. Employees may elect to make voluntary contributions through payroll deduction.
457 DEFERRED COMPENSATION
The 457 Deferred Compensation program is available to all employees through payroll deduction. Deferred compensation is a voluntary investment plan to supplement retirement income and to defer taxable income.
FLEXIBLE SPENDING ACCOUNTS
Options are available to regular full-time and benefitted part-time employees who wish to use pre-tax dollars for eligible medical, pharmacy, dental, vision, and daycare expenses. The Flex Debit Card program gives you instant access to your account funds.
Health Care Spending Account -- Section 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible health care expenses.
Dependent Care Spending Account -- Section 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible dependent care expenses.
DIRECT DEPOSIT
Deposit of your paycheck will be made to checking or savings accounts in a bank of your choice.
TRUIST No Overdraft Fees $100 Negative Balance Buffer Online and Mobile Banking with Bill Pay
LEAVE PROGRAMS
VACATION LEAVE
Vacation leave is accrued based on creditable years of service in the Local Government Employees Retirement System.
SICK LEAVE
For full-time County employees, sick leave accrues at eight (8.0) hours per month. Benefitted part-time employees accrue prorated sick leave based on a percentage of the full-time rate. Your unused sick leave balance can be applied as creditable service toward a service retirement under the guidelines of the NCLGERS.
SICK LEAVE TRANSFER FROM OTHER AGENCIES
Unused sick leave earned from another North Carolina Governmental Agency and/or entity, will be accepted and transferred to the County as follows: twelve (12) sick leave days will be transferred and added to the employees active sick leave balance after completion of six (6) months of employment. The remaining balance of sick leave documented for transfer at the time of employment will be recorded in the employees permanent personnel file. On the fifth anniversary of employment with the County, the remaining balance of transferred sick leave will be added to the employees active sick leave balance.
HOLIDAYS
There are 13 County recognized holidays (includes 3 days for Christmas) per year with 1 floating holiday available.
MILITARY LEAVE
Annual Training - 10 paid workdays granted.
Active Duty - 20 paid workdays granted.
CIVIL LEAVE
Paid leave is provided to full-time or regular part-time County employees called for jury duty or as a witness of the court for the federal or state government, or a subdivision thereof.
FAMILY & MEDICAL LEAVE ACT
Federal law provides job protection and continuation of existing paid health insurance during 12 weeks of leave, paid or unpaid, to an eligible employee for qualifying events. These events can include birth or adoption, and serious illness of an immediate family member, or of the employee.
PAID PARENTAL LEAVE
Parental Leave provides the employee paid leave for the first eight weeks of approved FML for the birth of a son or daughter, or placement with the employee of a son or daughter for adoption or foster care.
ADMINISTRATIVE LEAVE
Educational Leave is available to regular full-time and benefitted part-time employees when participating in a job-related, short course, such as an update, not to exceed ten (10) consecutive working days.
VOLUNTEER TIME OFF
Volunteer Time Off will provide employees with 16 hours of paid time per calendar year to volunteer at approved Union County community partner agencies. OTHER PROGRAMS
EMPLOYEE ASSISTANCE PROGRAM
The Employee Assistance Program is open to all employees and their dependents. It is a confidential service provided at no cost to the employees of the County. EAP provides certified counselors who administer assessment and brief therapy to employees who want help with a variety of personal and work-related issues such as stress, parenting concerns, grief, alcohol/drug use, family problems, financial concerns, and work-related problems.
AQUATIC AND FITNESS CENTER
We believe that staying healthy is more than just exercising regularly and eating well. Individual and family discount membership and monthly dues are available to full-time and benefitted part-time employees through payroll deduction.
NATIONAL COLLEGE SAVINGS PROGRAM
The National College Savings Program is open to all employees. The Program is designed to provide certain tax advantages, encourage and facilitate saving to pay the costs of attending eligible institutions. 01
How many years of administrative experience do you have?
None 1 to 2 years 3 to 4 years 5 or more years
02
Have you completed the skills assessment? The link was provided in the job description. The link is also below for quick reference. If the assessment is not complete, then the application will not be considered for review. You will not receive the link at a later date. Please copy and paste, in order to complete after the application is submitted.https://www.ondemandassessment.com/o/JB-O2AF8KSX6/landing?u=86102
Yes, I understand the testing will need to be completed. If not completed, then my application will not be considered for the position. I plan to complete the testing. I do not plan to complete the assessment.
03
Describe your knowledge and experience in HIPAA privacy laws, access and release of information. How have you used this experience in an organization? 04
Describe your experience working with records that have a state retention applied to them. In what capacity have you worked with these records (medical records, case records, etc.)? 05
What records systems have you used before and how did you use them? 06
Describe your knowledge in using information technology, software and computers to accomplish tasks. How has technology assisted you in your career? Required Question
$48,460.06 - $72,690.09 Annually Location :
Monroe, NC Job Type:
Full-Time Regular Job Number:
511107 Department:
Human Services Business Operations Opening Date:
09/11/2025 Closing Date:
9/17/2025 11:00 PM Eastern
General Statement
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: 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. Essential Functions 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. 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.
Supplemental Information 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. INSURANCE PROGRAMS
HEALTH INSURANCE
All full-time employees and their eligible dependents can participate on the first day of the first full month of employment. You must sign up for coverage within your first 30 days of employment or wait until the annual enrollment period. Preventative Care Coverage Prescription Coverage
Health & Wellness Center available exclusively to Union County employees, spouses and dependents covered under the health plan.
DENTAL INSURANCE
All full-time employees and their eligible dependents can participate on the first day of the first full month of employment. You must sign up for coverage within your first 30 days of employment or wait until the annual enrollment period.
LIFE INSURANCE
Basic Term life Insurance in the amount of one times the annual salary is provided for all full-time and benefitted part-time employees. Additional coverage for Life Insurance (Accident, Cancer, Long Term and Short Term) is available for purchase through payroll deduction for the employee and eligible dependents.
FINANCIAL PROGRAMS
RETIREMENT
Membership in the North Carolina Local Government Employees Retirement System is a requirement for all full-time and benefitted part-time employees. Employees contribute six percent (6%) of their annual compensation before it is taxed. If you leave County service before retirement, you may withdraw your retirement contributions or elect to freeze your contributions in anticipation of future local government employment. If you have five (5) years of service, you are 100% vested in the NCLGERS.
NC401(k)
The NC401(k) supplemental retirement program is available to full-time and benefitted part-time employees. The County establishes this 401(k) account for each eligible employee and makes a five percent (5%) contribution based on biweekly earnings. Employees may elect to make voluntary contributions through payroll deduction.
457 DEFERRED COMPENSATION
The 457 Deferred Compensation program is available to all employees through payroll deduction. Deferred compensation is a voluntary investment plan to supplement retirement income and to defer taxable income.
FLEXIBLE SPENDING ACCOUNTS
Options are available to regular full-time and benefitted part-time employees who wish to use pre-tax dollars for eligible medical, pharmacy, dental, vision, and daycare expenses. The Flex Debit Card program gives you instant access to your account funds.
Health Care Spending Account -- Section 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible health care expenses.
Dependent Care Spending Account -- Section 125 of the IRS Code allows yearly voluntary enrollment to set aside pre-tax dollars for eligible dependent care expenses.
DIRECT DEPOSIT
Deposit of your paycheck will be made to checking or savings accounts in a bank of your choice.
TRUIST No Overdraft Fees $100 Negative Balance Buffer Online and Mobile Banking with Bill Pay
LEAVE PROGRAMS
VACATION LEAVE
Vacation leave is accrued based on creditable years of service in the Local Government Employees Retirement System.
SICK LEAVE
For full-time County employees, sick leave accrues at eight (8.0) hours per month. Benefitted part-time employees accrue prorated sick leave based on a percentage of the full-time rate. Your unused sick leave balance can be applied as creditable service toward a service retirement under the guidelines of the NCLGERS.
SICK LEAVE TRANSFER FROM OTHER AGENCIES
Unused sick leave earned from another North Carolina Governmental Agency and/or entity, will be accepted and transferred to the County as follows: twelve (12) sick leave days will be transferred and added to the employees active sick leave balance after completion of six (6) months of employment. The remaining balance of sick leave documented for transfer at the time of employment will be recorded in the employees permanent personnel file. On the fifth anniversary of employment with the County, the remaining balance of transferred sick leave will be added to the employees active sick leave balance.
HOLIDAYS
There are 13 County recognized holidays (includes 3 days for Christmas) per year with 1 floating holiday available.
MILITARY LEAVE
Annual Training - 10 paid workdays granted.
Active Duty - 20 paid workdays granted.
CIVIL LEAVE
Paid leave is provided to full-time or regular part-time County employees called for jury duty or as a witness of the court for the federal or state government, or a subdivision thereof.
FAMILY & MEDICAL LEAVE ACT
Federal law provides job protection and continuation of existing paid health insurance during 12 weeks of leave, paid or unpaid, to an eligible employee for qualifying events. These events can include birth or adoption, and serious illness of an immediate family member, or of the employee.
PAID PARENTAL LEAVE
Parental Leave provides the employee paid leave for the first eight weeks of approved FML for the birth of a son or daughter, or placement with the employee of a son or daughter for adoption or foster care.
ADMINISTRATIVE LEAVE
Educational Leave is available to regular full-time and benefitted part-time employees when participating in a job-related, short course, such as an update, not to exceed ten (10) consecutive working days.
VOLUNTEER TIME OFF
Volunteer Time Off will provide employees with 16 hours of paid time per calendar year to volunteer at approved Union County community partner agencies. OTHER PROGRAMS
EMPLOYEE ASSISTANCE PROGRAM
The Employee Assistance Program is open to all employees and their dependents. It is a confidential service provided at no cost to the employees of the County. EAP provides certified counselors who administer assessment and brief therapy to employees who want help with a variety of personal and work-related issues such as stress, parenting concerns, grief, alcohol/drug use, family problems, financial concerns, and work-related problems.
AQUATIC AND FITNESS CENTER
We believe that staying healthy is more than just exercising regularly and eating well. Individual and family discount membership and monthly dues are available to full-time and benefitted part-time employees through payroll deduction.
NATIONAL COLLEGE SAVINGS PROGRAM
The National College Savings Program is open to all employees. The Program is designed to provide certain tax advantages, encourage and facilitate saving to pay the costs of attending eligible institutions. 01
How many years of administrative experience do you have?
None 1 to 2 years 3 to 4 years 5 or more years
02
Have you completed the skills assessment? The link was provided in the job description. The link is also below for quick reference. If the assessment is not complete, then the application will not be considered for review. You will not receive the link at a later date. Please copy and paste, in order to complete after the application is submitted.https://www.ondemandassessment.com/o/JB-O2AF8KSX6/landing?u=86102
Yes, I understand the testing will need to be completed. If not completed, then my application will not be considered for the position. I plan to complete the testing. I do not plan to complete the assessment.
03
Describe your knowledge and experience in HIPAA privacy laws, access and release of information. How have you used this experience in an organization? 04
Describe your experience working with records that have a state retention applied to them. In what capacity have you worked with these records (medical records, case records, etc.)? 05
What records systems have you used before and how did you use them? 06
Describe your knowledge in using information technology, software and computers to accomplish tasks. How has technology assisted you in your career? Required Question