Location: Nashville,NC, USA
This position works in the Director's Office; Prefer highly organized individual who is proficient in Word, Excel and PowerPoint. Excellent written and verbal skills required.
A. Primary Purpose of Organizational Unit:
The Department of Social Services is a human services agency which employs individuals assigned to deliver numerous services to the residents of Nash County. This administrative position involves duties that provide a full range of supportive activities necessary for the effective management of the Director's office. Duties include administrative work such as facilitating the flow of work through the agency, directing related activities, maintaining contact with internal program managers for effective work coordination; organizing records, reports and audits; appointment scheduling; meeting registrations; and managing routine office duties.
B. Primary Purpose of the Position:
The Administrative Secretary III position provides a wide range of support services necessary for the Director to accomplish their work and for program operations. The primary purpose of this position is devoted to administrative functions such as: composing letters, memorandums, emails and reports which often require independent research; planning and arranging for the maintenance of information needed for reports, monitoring staff activities related to commitments made by the Director; and designing and organizing filing systems. Other time is devoted to office support/ procedural tasks such as maintaining various operational records and integrating new/revised procedural requirements into the operation.
C. Work Schedule:
Schedule is primarily Monday to Friday from 8:00 a.m. to 5:00 p.m. with one hour for lunch, and additional hours as needed. Employee will work emergency shelters on a rotating schedule during times of disaster.
D. Change in Responsibilities or Organizational Relationship:
This position is reclassified from position 227-02-064 Income Maintenance Caseworker II in Quality Control.
This position requires completion of tasks and activities and a knowledge of the procedural requirements of the work coupled with an awareness of the specific functions and staff assignments within the organization. Actions taken involve interpreting and analyzing a variety of procedures and regulations of the organization that differ in such thing as the sources of information in order to select the most appropriate course of action. Tasks require considerable knowledge of the programs and activities of the organization, the goals, priorities, policies, and the commitments of the Director, and the operational structure. Work requires a thorough knowledge of other internal and external organizational segments whose work impacts the agency or with which work must be interfaced.
Position frequently uses judgement to interpret and adapt procedural and policy guidelines to specific problems. This requires a high degree of resourcefulness and judgement in determining the applicability of the guides in non-recurring circumstances.
Position carries out the day-to-day work of the Director's office based on a knowledge of the overall function and program of the organization. Position receives special assignments form the Director in written or oral form and plans and carries out the assignments according to the procedures, precedents or accepted office practices.
Position should develop and maintain good collaborative working relationships and channels of communication with leadership and staff.
Position monitors and evaluates performance relating to agency's goals, duties, and responsibilities and assist the Director in raising the standards of practice. Position performs a variety of office and/or technical tasks to accomplish the specialized processing of information, documents or materials.
Work may require the use of a variety of manual or automated office systems. These systems are used to establish, retrieve, verify, research, update and/or authorize processing actions. These tasks require a high level of proficiency in Excel, Word and Power Point.
Other Position Characteristics
1. Accuracy Required in Work:
Regular administrative work and assignments are reviewed periodically to ensure that the overall goals and objectives have been met and that the work of the Director's office is processed promptly and in accordance with established procedures and priorities. Special assignments are reviewed after completion unless a sensitive or controversial issue is involved.
2. Consequence of Error:
Work affects the quality of administrative support provided to the Director and other organizational segments with which work must be integrated. Decisions affect the timeliness and effectiveness of actions and reflects on the image of the organization.
3. Instructions Provided to Employee:
Verbal and written instructions are provided by the Director as needed.
4. Guides, Regulations, Policies and References Used by Employee:
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.
5. Supervision Received by Employee:
Employees work independently in the position. This position is supervised by the DSS Director and requires considerable use of independent judgment and discretion.
6. Variety and Purpose of Personal Contacts:
Position requires a high level of interaction with all employees and supervisors. This position requires excellent verbal and written communication skills.
7. Physical Effort:
This position is performed in an office setting, is sedentary in nature, and does not require the employee to lift more and 10-20 pounds.
8. Work Environment and Conditions:
There are usually no hazardous conditions.
9. Machines, Tools, Instruments, Equipment, and Materials Used:
Computer (Word, Excel, Internet, Email, etc.), copiers, fax, telephone, and scanner.
10. Visual Attention, Mental Concentration, and Manipulative Skills:
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.
11. Safety for Others:
None.
12. Dynamics of Work:
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. Considerable knowledge of office practices, techniques and technology; ability to practice effective communication techniques both orally and in writing; ability to analyze, interpret policies, rules and procedures; ability to analyze problem areas of work and recommend solutions to the Director; ability to establish and maintain effective working relationships with staff and other members of the organization.
Minimum Training and Experience:
Completion of high school or equivalent and three years of related experience; or graduation from a two-year secretarial science or business administration program with courses in secretarial techniques and practices and two years of related work experience; or graduation from a four-year college or university, preferably with major emphasis on business administration or related field and two years of related work experience; or an equivalent combination of training and experience.