Administration Assistant I - Quality Control Unit

General Statement of Duties I. 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. 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. B. Primary Purpose of the Position: The Administrative Assistant I position supervises and works directly with the Income Maintenance Caseworkers I positions to ensure the requirements of the units are met effectively. The position will also work closely with Program Administrators and Supervisors in Economic Services 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 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 also serves as the Backup Security Officer for the agency. This position provides supervision to a staff of eight Income Maintenance Caseworkers. C. Work Schedule: 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. D. Change in Responsibilities or Organizational Relationship: None Essential Duties and Tasks A.Description of Responsibilities and Duties: Method Used: X Order of Importance

• Administrative/Personnel: 60%
• Provide supervision and management of Quality Control staff in Economic Services. Supervision includes, but is not limited to, conducting performance evaluations, providing education and training to staff regarding job performance issues, etc.
• Support and make recommendations to streamline and enhance the operations of the duties to ensure staff possess the appropriate skills to promote exemplary service.
• Identify the training needs of staff and facilitate meeting those needs appropriately.
• Establish and maintain communications with Director, Deputy Director, Program Administrators, Supervisors, and employees to serve as a liaison between service provision and customers.
• Maintain communications with administrative staff and consumers to ensure services offered meet the needs of the community.
• Provide leadership to the unit and act as a resource and role model for staff.
• Develop and maintain good collaborative working relationships and channels of communication with leadership and staff.
• Monitor and evaluate performance relating to staff’s goals, duties, and responsibilities and assist the Deputy Director and Program Administrators in raising the standards of practice.
• Assist in coordinating staff schedules and approve or deny leave requests.
• Attend management or other meetings as required or requested.
• Keep up to date with current developments in policies and procedures.
• Interpret and assist in developing program policies and procedures.
• Work in State Systems such as NC FAST in locating and providing confidential information to staff.
• Serves as Backup Security Officer which includes the production and submission of daily, weekly, quarterly and yearly reports. Also includes the addition, maintenance and removal of all DSS employee accounts in all external/State systems needed.

Other:40% •Cover duties for administrative staff who are on vacation or out of the office on sick leave. •Employee will perform a variety of office and/or technical tasks to accomplish the specialized processing of information, documents or materials. •Employee will typically work in an environment with other IMC staff, but may work alone; while work goals are shared, individual assignments may vary. •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. •Employee may work with one process or several related processes. The higher levels of this role reflect increased complexity, scope and consequence of tasks. Employees become "content" or process experts within the areas of assignment. Each level requires more technical knowledge and the application of policies, procedures, laws, and regulations.

•Employee will reflect greater decision making, consequence of determinations and authority to commit the agency to a course of action.

• Schedules, and also serves as, Hearing Officer on a rotating basis.
• Schedules interviews for all vacant Economic Benefits non-supervisory positions.

II. B. Other Position Characteristics:

• Accuracy Required in Work:

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.

• Consequence of Error:

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.

• Instructions Provided to Employee:

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.

• 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.

• Supervision Received by Employee:

Minimal supervision is required for work. Employees work independently in the position. This position is supervised by one of the Economic Services Income Maintenance Program Administrator and requires considerable use of independent judgment and discretion.

• Variety and Purpose of Personal Contacts:

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.

• Physical Effort:

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.

• Work Environment and Conditions:

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.

• Machines, Tools, Instruments, Equipment, and Materials Used:

Computer (Word, Excel, Internet, Email, etc.), photocopiers, fax machine, telephone, paper scanner, electronic and web-based systems, postage meter.

• 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.

• Safety for Others:

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.

• 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. Changes in the work environment can occur due to staff shortages, increased workload or changes in the way work is performed.

Minimum Requirements (Education & Experience)

Minimum Training and Experience:

Completion of high school or equivalent and four 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.

*Income Maintenance and supervision experience preferred.

License or Certification Required by Statute or Regulation: Not applicable.

Benefits

INSURANCE PROGRAMS

Nash County offers cafeteria-style benefits including:

• Health Insurance
• Dental Insurance
• Life Insurance
• Vision Insurance
• Supplemental Health Benefits (Accident, Critical Illness, and Hospital Indemnity Insurances)
• Disability Insurance (Long-Term and Short-Term Disability) and more!

FINANCIAL PROGRAMS

Retirement

Membership in the North Carolina Local Government Employees Retirement System is a requirement for all regular full-time and regular part-time employees. Employees contribute 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 5 years of service, you are 100% vested in the NCLGERS.

NC401(k)

The NC401(k) supplemental retirement program is available to regular full-time and regular part-time employees. The County establishes this 401(k) account for each eligible employee and makes a 5% contribution based on monthly earnings. Employees may elect to make voluntary contributions through payroll deduction.

457 Deferred Compensation

The 457 Deferred Compensation program is available to regular full-time and regular part-time employees through payroll deduction. Deferred compensation is a voluntary investment plan to supplement retirement income and to defer taxable income.

Special Separation Allowance

The Separation Allowance is available to law enforcement officers between the ages of 55 and 62 years that are eligible and retire under the provisions of the NC Local Government Employees Retirement System.

125 Flexible Benefit Plan

Flexible Spending Account options are available to regular full-time and regular part-time employees who wish to use pre-tax dollars for eligible medical, pharmacy, dental, vision, and daycare expenses. The Flex Convenience 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

Direct Deposit is a condition of employment for all employees. Deposit of your paycheck will be made to checking or savings accounts in a bank of your choice.

LEAVE PROGRAMS

Vacation Leave

For regular full-time County employees, vacation leave accrues based on length of service in the NC Local Government Employees Retirement System. Regular part-time employees accrue prorated vacation leave based on a percentage of the full-time benefit.

Sick Leave

For regular full-time County employees, sick leave accrues each pay-cycle. Regular part-time employees accrue prorated sick leave based on a percentage of the full-time benefit. Your unused sick leave balance can be applied as creditable service toward a service retirement under the guidelines of the NCLGERS.

Holidays

The policy of the County is to follow the holiday schedule as published by the State of North Carolina each year.

The following holidays are observed:

• New Year’s Day,
• Martin Luther King, Jr. Day,
• Good Friday,
• Memorial Day,
• Independence Day,
• Labor Day,
• Veteran’s Day,
• Thanksgiving Day and the day after, and
• Three (3) days at Christmas.

Military Leave

Annual Training - Reserves and National Guard -Ten paid workdays per fiscal year. Active Duty - Reserves and National Guard - Ten paid workdays upon activation.

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.

OTHER PROGRAMS

Employee Assistance Program (EAP)

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.

Wellness Center and Telemedicine

We believe that staying healthy is inclusive of exercising regularly and taking care of your physical body. Nash County has a Wellness Center, which consists of various exercise equipment and videos, open to all full and part-time employees.

All full-time employees also have access to telemedicine through Teladoc. Teladoc treats conditions like allergies, sore throats, asthma, and more. Doctors are available by phone or video 24/7 from wherever you are. They are available to diagnose symptoms and send a prescription if needed.

NOTICE OF PRIVACY PRACTICES

The benefits offered by Nash County are subject to change. In the event there is a conflict between the above contents and Nash County policies and/or a State or Federal statute, the policy/statute shall control. Plan documents will govern benefits plans should there be a conflict with this information. They are not held out to any employee as part of any contractual agreement. Benefits, policies, and procedures are subject to change or termination at any time.

Information provided on this site is for informational purposes only. Actual provisions of each plan will be provided on the certificate of coverage as part of the Summary Plan description.

Nash County is an Equal Opportunity Employer/Provider

In accordance with Federal civil rights law and the U.S. Department of Agriculture (USDA) civil rights regulations and policies, the USDA, its Agencies, offices, employees, and institutions participating in or administering USDA programs are prohibited from discriminating based on race, color, national origin, religion, sex, gender identity (including gender expression), sexual orientation, disability, age, marital status, family/parental status, income derived from public assistance program, political beliefs, or reprisal or retaliation for prior civil rights activity, in any program or activity conducted or funded by USDA (not all bases apply to all programs). Remedies and complaint filing deadlines vary by program or incident. Persons with disabilities who require alternative means of communication for program information (e.g., Braille, large print, audiotape, American Sign Language, etc.) should contact the responsible Agency or USDA's Target Center at (202) 720-2600 (voice and TTY) or contact USDA through the Federal Relay Service at (800) 877-8339. Additionally, program information may be made available in languages other than English. To file a program discrimination complaint, complete the USDA Program Discrimination Complaint Form, AD-3027, found online at http://www.ascr.usda.gov/complaint filing cust.html and any USDA office or write a letter addressed to USDA and provide in the letter all of the information requested in the form. To request a copy of the complaint form, call (866) 632-9992. Submit your completed form or letter to USDA by:

1. mail: U.S. Department of Agriculture Office of the Assistant Secretary for Civil Rights 1400 Independence Avenue, SW Washington, D.C. 20250-9410;
2. fax: (202) 690-7442; or
3. email: program.intake@usda.gov

USDA is an equal opportunity provider, employer, and lender.