Administrative Professional II - Bilingual; Customer Support

The Administrative Professional II, under general supervision, performs functions such as administrative support; creating and maintaining accurate files, records, reports, and documents for use by the department and/or the public. The positions may be required to handle cash or perform a broader spectrum of bookkeeping/budget related activities. Provides customer service activities that includes responding to inquiries requiring technical knowledge about the department or county processes, policies and procedures.

Many instances require tact and independent actions particularly when encountering sensitive or confidential matters.

Provides administrative support for the assigned department(s); processes and prepares a variety of reports, correspondence, presentations, and other documentation associated with department operations within designated time frames 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 in accordance with established procedures; 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 assist 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 monthly cash handling, p-card reconciliation and 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 related duties as assigned.

• Transmits client information to the workers through electronic means, communication devices, and paper flow, so that clients can be evaluated for the programs or service areas for public assistance by workers.
• Accounts for postage, fee collection, EBT. card to clients, fee receipts and the like.
• Logs all clients that enter into the Social Services department and adds them as a new client into the system or locates them in NCFAST.
• Distributes EBT cards that are delivered to the Social Services department, and logs checks for North Carolina Health Choice and Program Integrity payments.
• Greets and professionally directs clients and visitors to the appropriate location, department, or staff member.
• Escorts individuals to meetings throughout the building.
• Creates clients in Compass Appointments and Compass Pilot, scans documents into Compass Pilot and merges Compass duplicates.
• Looks up clients in NC FAST to determine case status.
• Takes payments and logs checks in Excel.
• Creates appointments for late FNS recertifications.
• Assembles the 5094, 5200, and FNS packets as needed.
• Maintains an inventory of applications, brochures, flyers, and other informational materials and makes copies as needed to ensure adequate supplies are available for distribution to internal and external clients.
• Maintains the Standard Operating Procedures (SOP) manual and makes updates and revisions as necessary to ensure information remains accurate and current. Ensures procedures support…