Senior Administrative Support Specialist - Detention Center

Description This position is open until filled. The Human Resources Office is unable to provide status updates by telephone. The salary range is listed above. Starting salary will depend on qualifications and experience. The Senior Administrative Support Specialist works independently to perform a variety of responsible administrative and program support duties requiring a comprehensive understanding of the departmental mission, rules, regulations, procedures and services. An employee in this class performs a variety of advanced journey level administrative and technical support duties for the Jail. Positions in the class require information processing, office management, and occasionally supervisory skills. Typically, positions in this class are responsible for maintaining or coordinating departmental records for accounts payable, payroll, time sheets, monitoring of expenditures, and may assist in budget preparation. Administrative duties require tact and discretion in handling sensitive or confidential matters in the program areas. Customer service includes answering complex questions requiring a thorough knowledge of the department's regulations and procedures. Work requires independence and initiative in activities and may include providing technical assistance to other staff. Guides generally include a variety of written technical manuals and instructions, as well as comprehensive rules and regulations. Sound judgment is required in performing the responsibilities. Work is typically performed under the supervision of the department head and is evaluated through observation, conferences, feedback from citizens and staff and evaluation of the quality and effectiveness of work processes. Essential Job Functions Provides customer service requiring considerable knowledge of the department's services, regulations and procedures; answers a variety of questions from coworkers, public officials and the general public; secures information via telephone or personal contact; selects appropriate materials to answer questions; explains rationale of answer and often handles the inquiries independently; takes and handles routine complaints; refers precedent setting issues to others to resolve. Interprets complex rules, regulations, and information on the program and organization's operating standards; explains legal aspects of the office functions and its impact on citizens and the community. Collects and reviews data; may conduct research; compiles records and reports; may create or edit tables, spreadsheets or data bases to generate report information; maintains program files. Performs accounting, and budget monitoring functions for the department including monthly reports and reconciliations; purchases operating supplies and materials; compiles information for the department budget and typically assists with developing a draft budget for the department; may compile information, research revenues and provide recommendations on equipment and technology upgrades; may collect fees and provide receipts and process billings for the department. Typically processes payroll for the department; verifies timesheets and leave records are accurate. May serve as secretary to one or more boards; arranges locations; sends notices; develops agenda and prepares agenda items; takes, transcribes and distributes minutes. May handle one or more specific program functions that are technical in nature, and which require a specialized knowledge or skill. Drafts and composes correspondence and prepares for review a variety of scheduled and special reports for senior management and various government agencies; reviews and verifies records and reports for correct information; identifies potential inconsistencies and resolves discrepancies. Provides leadership to other office staff; coordinates work assignments, trains new support personnel and may supervise. Handles confidential or sensitive technical information in an appropriate manner. May handle programs and projects for department. Performs other related duties as assigned.

Qualifications Education and Experience:

Requires a high school diploma or equivalent and administrative office experience, or equivalent combination of education and experience.

Licenses or Certifications:

Must meet the minimum standards set by the State of North Carolina for detention facility personnel.

Special Requirements:

Must be a United States Citizen. Must be at least twenty (20) years of age. No felony convictions or serious misdemeanors. Must pass a drug screen.

Knowledge, Skills and Abilities:

Knowledge of local government operations, policies and plans, and modern office practices and procedures. Knowledge of Microsoft Word, Excel, PowerPoint, and other similar programs. Knowledge of the department's mission, functions, regulations and practices. Knowledge of modern office procedures and related office information technology equipment, software, and peripherals. Knowledge of County ordinances, procedures and practices related to area of assignment and of the organization's administrative, personnel and purchasing procedures. Skill in the use of information technology equipment and associated software products such as word processing, spreadsheets and data bases used in area of work assignment including the development of forms, form letters, tables, spreadsheets, data bases, etc. to compile records and generate reports. Skill in communicating effectively and in conducting the department's business in person and by telephone. Ability to work independently on responsible administrative support tasks, some of which may be confidential or sensitive; ability to independently prepare meeting agendas and confidential correspondence. Ability to gather and give comprehensive information and instructions, based on program knowledge and independent research. Ability to communicate a technical knowledge of program operations and organizational programs. Ability to be tactful and courteous while being persuasive and confident on County business. Ability to compile information based on general instructions. Ability to establish and maintain effective working relationships with supervisors, other employees, customers and the general public. Ability to plan, organize, monitor, evaluate, and supervise the work of others Ability to meet and deal with employees and the public in an effective and courteous manner. Ability to get along with others, and work effectively with the public and co-workers. Ability to multi-task and work within deadlines. Ability to deal with confidential and sensitive matters. Ability to use computers for data entry, word processing, and accounting purposes. Ability to operate a copying machine. Supplemental Information

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 10 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Tasks may require the following abilities: fingering, grasping, talking, hearing, and repetitive motions. Requires mental acuity including the ability to make rational decisions through sound logic and deductive processes, the ability to express ideas by means of the spoken word and have close visual acuityto prepare and analyze data and figures, to operate a computer terminal, do extensive reading and to determine the accuracy, neatness, and thoroughness of the work assigned.

WORK ENVIRONMENT

Work is performed in a secure work environment. The employees are subject to hazards associated with custody work including noise and a variety of physical conditions and close quarters. Employees may be exposed to bloodborne pathogens and may be required to work with inmates.

Please Note:

If offered a position, official transcripts/verification of education must be submitted directly to the Human Resources Office from the educational institution(s) listed on application. Positions requiring a minimum education/certification must also have official documents submitted to the Human Resources Office. Unofficial transcripts may be submitted by the candidate with the application for consideration of meeting minimum job requirements. Vance County is an Equal Opportunity Employer