Government Jobs
Administrative Assistant II - Child Welfare Administration
Government Jobs, Nashville, North Carolina, United States, 27856
Administrative Assistant II
Child Welfare Administration. Supervision or lead position experience preferred. Strong computer skills in Excel and Adobe required. Laserfiche experience is plus. The Department of Social Services is a human services agency which employs individuals assigned to deliver numerous services to the residents of Nash County. Administrative positions involve duties that provide a supportive role, either on a project or program basis, to ensure the efficient operation of the department or office. Positions are distinguished by job titles, which also determine job duties. Duties include administrative work such as answering phones, recording business transactions, organizing records, reports, audits, transactions through software, appointment systems, registration, and managing routine office duties. The Administrative Assistant II position supervises and works directly with the Processing Assistant and Office Assistant positions to ensure the requirements of the units are met effectively. The position will also work closely with Program Administrators and Supervisors in Child Welfare during daily operation of the department. The primary purpose of this position is to supervise, schedule and delegate work, and train personnel; evaluate employees' work performance, train new personnel on job duties; explain policies and procedures of the agency; implement necessary disciplinary action; evaluate situations in cases of absence, retirement and resignations to restructure the unit to cover these areas; make decisions using sound judgment and discretion in solving problem situations; plan meetings to inform staff of any transitions that would involve the agency and unit and implement these changes; develop and revise work procedures and methods including necessary form design for all units; compose correspondence, as well as type and transcribe with accuracy to different agencies or departments. This position provides supervision to a staff of four: Processing Assistant III Processing Assistant IV Office Assistant III Office Assistant IV Schedule is primarily Monday to Friday from 8:00 a.m. to 5:00 p.m. and additional hours as needed. Employee will work emergency shelters on a rotating schedule during times of disaster. This is a newly created position that will have the responsibility for staff development of the Administrative Services Unit. This position schedules conferences for discussion of work performance. This position administers the Performance Evaluation and recommends to the Director the status of each. This position has the responsibility of establishing procedures and guidelines for operations, which involve supervision of the Administrative Services Unit. This position is responsible for the unit work plans and decision making for a more continuous workflow. This position interviews applicants and makes selection recommendations for employment to fill Administrative Services Unit vacancies. This position schedules and ensures adequate coverage for all functions of daily administrative tasks in Child Welfare and distribution of mail throughout the agency. Accuracy is a very critical aspect of this position in performing the administrative support functions. A diligent effort must be made regarding the accuracy in interpreting and applying mandated Federal and State policies. Work must be performed accurately to assure that all Department, County, State and Federal policies, rules, regulations, and guidelines are followed. Strict time frames must be adhered to. Inaccurate interpretations or incorrect information or procedures may result in policy not being followed, causing the agency to become part of corrective action plans, lawsuits or claims against the Department. Verbal and written instructions are provided by the direct supervisor and/or program administrator as needed. There are program policies and internal procedural policies to be followed. The unit's direct supervisor conducts monthly unit meetings and conferences are held to discuss performance, concerns, and policy, procedural and administrative changes. This position will have an annual written performance evaluation completed by the direct supervisor which will rate this position's overall performance and identify goals and objectives for this position. This position must adhere to County and State automation policies and software copyright laws. This position is also expected to follow all DSS, State Security, and Information Services policies. Minimal supervision is required for work. Employees work independently in the position. This position is supervised by the Child Welfare Program Administrator and requires considerable use of independent judgment and discretion. Position requires a high level of interaction with all employees, supervisors, County Departments, and the public. This position requires excellent communication skills. The position must be able to deal with employees in a positive manner, whether in person or on the phone, and be able to greet personnel at the door. This position requires a great deal of sitting, bending stooping, and pulling case files from many different height levels and the ability to lift at least 10 pounds. There are no confining or constraining conditions; the employee is not exposed to the elements, or natural or created hazards. This position's office is an assigned office in the Human Service's Building. Computer (Word, Excel, Internet, Email, etc.), photocopiers, fax machine, telephone, paper scanner, electronic and web-based systems, postage meter. Because of the accuracy required for the job, the scope of Department operations, and the severity of consequences if errors are made, extreme mental concentration and strict adherence to policies and procedures and regulations are required. Responsible for ensuring that appropriate guidelines are in place and adequate training has been provided to assist staff in making critical decisions that might prove to be harmful. This position must adapt to frequent adjustments with the workflow and quantity of work. This position must be able to work in a sometimes distracting environment. This position will need to be very organized, task oriented, possess time management skills and have the ability to prioritize to ensure timely and accurate performance of the position's duties. Changes in the work environment can occur due to staff shortages, increased workload or changes in the way work is performed. Considerable knowledge of office techniques; ability to practice effective communication techniques both orally and in writing; considerable knowledge of effective supervisory practices and ability to plan and supervise the work of others, if applicable. Ability to analyze, interpret, recommend, and implement policy and procedural guidelines. Skill in organizing work flow and coordinating activities. Completion of high school or equivalent and five years of progressively responsible secretarial or clerical/administrative experience including one year of administrative or office management experience; or completion of a two-year secretarial science or business administration program and three years of progressively responsible secretarial or clerical/administrative experience including one year of administrative or office management experience; or completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration or other related field and six months of administrative or office management experience; or an equivalent combination of training and experience.
Child Welfare Administration. Supervision or lead position experience preferred. Strong computer skills in Excel and Adobe required. Laserfiche experience is plus. The Department of Social Services is a human services agency which employs individuals assigned to deliver numerous services to the residents of Nash County. Administrative positions involve duties that provide a supportive role, either on a project or program basis, to ensure the efficient operation of the department or office. Positions are distinguished by job titles, which also determine job duties. Duties include administrative work such as answering phones, recording business transactions, organizing records, reports, audits, transactions through software, appointment systems, registration, and managing routine office duties. The Administrative Assistant II position supervises and works directly with the Processing Assistant and Office Assistant positions to ensure the requirements of the units are met effectively. The position will also work closely with Program Administrators and Supervisors in Child Welfare during daily operation of the department. The primary purpose of this position is to supervise, schedule and delegate work, and train personnel; evaluate employees' work performance, train new personnel on job duties; explain policies and procedures of the agency; implement necessary disciplinary action; evaluate situations in cases of absence, retirement and resignations to restructure the unit to cover these areas; make decisions using sound judgment and discretion in solving problem situations; plan meetings to inform staff of any transitions that would involve the agency and unit and implement these changes; develop and revise work procedures and methods including necessary form design for all units; compose correspondence, as well as type and transcribe with accuracy to different agencies or departments. This position provides supervision to a staff of four: Processing Assistant III Processing Assistant IV Office Assistant III Office Assistant IV Schedule is primarily Monday to Friday from 8:00 a.m. to 5:00 p.m. and additional hours as needed. Employee will work emergency shelters on a rotating schedule during times of disaster. This is a newly created position that will have the responsibility for staff development of the Administrative Services Unit. This position schedules conferences for discussion of work performance. This position administers the Performance Evaluation and recommends to the Director the status of each. This position has the responsibility of establishing procedures and guidelines for operations, which involve supervision of the Administrative Services Unit. This position is responsible for the unit work plans and decision making for a more continuous workflow. This position interviews applicants and makes selection recommendations for employment to fill Administrative Services Unit vacancies. This position schedules and ensures adequate coverage for all functions of daily administrative tasks in Child Welfare and distribution of mail throughout the agency. Accuracy is a very critical aspect of this position in performing the administrative support functions. A diligent effort must be made regarding the accuracy in interpreting and applying mandated Federal and State policies. Work must be performed accurately to assure that all Department, County, State and Federal policies, rules, regulations, and guidelines are followed. Strict time frames must be adhered to. Inaccurate interpretations or incorrect information or procedures may result in policy not being followed, causing the agency to become part of corrective action plans, lawsuits or claims against the Department. Verbal and written instructions are provided by the direct supervisor and/or program administrator as needed. There are program policies and internal procedural policies to be followed. The unit's direct supervisor conducts monthly unit meetings and conferences are held to discuss performance, concerns, and policy, procedural and administrative changes. This position will have an annual written performance evaluation completed by the direct supervisor which will rate this position's overall performance and identify goals and objectives for this position. This position must adhere to County and State automation policies and software copyright laws. This position is also expected to follow all DSS, State Security, and Information Services policies. Minimal supervision is required for work. Employees work independently in the position. This position is supervised by the Child Welfare Program Administrator and requires considerable use of independent judgment and discretion. Position requires a high level of interaction with all employees, supervisors, County Departments, and the public. This position requires excellent communication skills. The position must be able to deal with employees in a positive manner, whether in person or on the phone, and be able to greet personnel at the door. This position requires a great deal of sitting, bending stooping, and pulling case files from many different height levels and the ability to lift at least 10 pounds. There are no confining or constraining conditions; the employee is not exposed to the elements, or natural or created hazards. This position's office is an assigned office in the Human Service's Building. Computer (Word, Excel, Internet, Email, etc.), photocopiers, fax machine, telephone, paper scanner, electronic and web-based systems, postage meter. Because of the accuracy required for the job, the scope of Department operations, and the severity of consequences if errors are made, extreme mental concentration and strict adherence to policies and procedures and regulations are required. Responsible for ensuring that appropriate guidelines are in place and adequate training has been provided to assist staff in making critical decisions that might prove to be harmful. This position must adapt to frequent adjustments with the workflow and quantity of work. This position must be able to work in a sometimes distracting environment. This position will need to be very organized, task oriented, possess time management skills and have the ability to prioritize to ensure timely and accurate performance of the position's duties. Changes in the work environment can occur due to staff shortages, increased workload or changes in the way work is performed. Considerable knowledge of office techniques; ability to practice effective communication techniques both orally and in writing; considerable knowledge of effective supervisory practices and ability to plan and supervise the work of others, if applicable. Ability to analyze, interpret, recommend, and implement policy and procedural guidelines. Skill in organizing work flow and coordinating activities. Completion of high school or equivalent and five years of progressively responsible secretarial or clerical/administrative experience including one year of administrative or office management experience; or completion of a two-year secretarial science or business administration program and three years of progressively responsible secretarial or clerical/administrative experience including one year of administrative or office management experience; or completion of a four-year program in a college or university preferably with major emphasis on coursework in business administration, public administration or other related field and six months of administrative or office management experience; or an equivalent combination of training and experience.