Lead Office Assistant - State of North Carolina : Job Details

The Administrative Specialist I position will be housed at the Wilson EIPD Unit Office in Wilson, NC. The selected candidate for this position reports directly to the Unit Manager and processes documents and administrative work generated by the Unit Manager in addition to support personnel and rehabilitation counselors. Candidate functions as an integral component with the responsibility for personnel records/actions, time keeping records, travel expense reports, statistical analysis and data entry. This position acts in a supervisory capacity to all clerical/casework support staff within the unit and is responsible for training all new support staff in their day-to-day duties.

The candidate must record and maintain employee leave to reconcile with UM approval in Fiori. Also, manages/maintains the Imprest Cash account and P-card accounts for office supplies and client purchases. This position is responsible for provision of all personnel changes, orientation of new staff on use of office equipment and ordering/distribution of office supplies and postage. This position acts as computer resource person for the Unit.

Job responsibilities include but are not limited to:

* Directs, plans and supervises the support staff from the standpoint of carrying out and coordinating duties related to the completion of casework, reception duties, time management and schedules.

* Participates in Performance Management Planning and discussions of clerical/casework support staff.

* Meets with clerical staff regularly to assess office operations and provide training to enhance office/staff coverage.

* Provides casework service support to caseloads as dictated by needs of the office and Unit Manager.

* Provides assistance with receptionist duties by assisting the general public and answering a multi-line telephone system.

* Provides general oversight of all office operations, clerical services, and bill processing for caseloads in the Wilson VR Unit in collaboration with Processing Assistant IV.

* Requires daily contact in person and by telephone with employees and other organizations or agencies for the purpose of coordinating services, providing/receiving information as it relates to the agency and/or mutual interests or activities, and sharing of information.

* Must represent both in person and by telephone, the Unit Manager in their absence and convey messages/information accurately and appropriately.

* Maintain, update and purge as needed extensive filing system to include employee files, HR/personnel correspondence, operational/statistical management of the unit, third-party agreements, and numerous other forms of information/correspondence related to or exchanged between the unit/agency and other parties.

* Must record/reconcile copier usage, postage meter usage, and long-distance usage.

* Must record, report and maintain yearly or as needed equipment inventory for unit.

* Completes projects/reports as assigned by management.

Due to travel, a valid Driver's License is required.

The DHHS Division of Employment and Independence for People with Disabilities (EIPD) promotes employment and independence for persons with disabilities through customer partnership and community leadership.

About the NC Department of Health and Human Services (DHHS):

The North Carolina Department of Health and Human Services (DHHS) is one of the largest, most complex agencies in the state, and has approximately 17,000 employees. It is responsible for ensuring the health, safety, and well-being of all North Carolinians, providing human service needs for special populations including individuals who are deaf, blind, developmentally disabled, and mentally ill, and helping poor North Carolinians achieve economic independence.

Compensation and Benefits:

The State of North Carolina offers excellent comprehensive benefits. Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis). Employees also receive paid vacation, sick, and community service leave. In addition, paid parental leave is available to eligible employees.

Visit website for benefits: resources/benefits.

To receive credit for all of your work history and credentials, you must list the information on the application form. Any information omitted from the application form, listed under the text resume section, or on an attachment will not be considered for qualifying credit. Please refer to the link below for additional information

* Previous experience in establishing and maintaining effective working relationships with staff members and the public.

* Experience planning and organizing work tasks and schedules to meet deadlines, priorities, and needs of the team.

* Experience working with and safeguarding private, confidential information of customers.

Management Preference

* Ability to handle conflict effectively, high level of emotional intelligence, billing experience preferred.

* Ability to exercise judgment and discretion in problem situations.

* Knowledge and/or experience working with person with disabilities.

* Experience communicating with individuals with various socio-economic groups and cultural backgrounds.

Some state job postings say you can qualify by an equivalent combination of education and experience. If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See oshr.nc.gov/experience-guide for details.

High school diploma or General Educational Development (GED) diploma and two years of related administrative experience;

OR

An equivalent combination of education and experience.

The North Carolina Department of Health and Human Services is an Equal Opportunity Employer. Consideration for this vacancy, all applicants must complete an on-line application using this link, If multiple applications are submitted to an individual posting, only the most recent application received prior to the posting close date will be evaluated for consideration. Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. To check the status of your application, please log in to your account. You will either receive a call to schedule an interview or an email notifying you when the job has been filled. For technical issues with your application, please call the NeoGov Help Line at855-###-####. Applicants will be communicated with via email only for updates on the status of their application. If there are any questions about this posting other than your application status, please contact HR at 919-###-####.