Job Title: BCSO Administrative Support Associate III
Department:
External Hiring Range: 18.38 - 26.50
Compensation Grade: 2003
Pay Range: $19.66 - $28.35
Posted Internally and Externally
I. Purpose of the position: The purpose of this position is to provide administrative support to ensure efficient operations of a program, or department. II. Essential Functions of the position:
• Perform a variety of general clerical and office administrative work to support efficient program or department operations, including but not limited to answering of phones, greeting, and assisting walk-in customers, distribution of mail, and general data entry tasks.
• Provide internal and external customer service via phone, email, and in person; respond to inquiries about program services, take message and/or refer inquiries to the most appropriate parties when necessary.
• Coordinate and support department/program meetings and events, such as invitation/ distribution, registration, agenda development, dissemination, and minute-taking duties; set up conference rooms; notify participants; prepare and/or assemble meeting materials including multimedia equipment.
• Maintain and order office supplies, as assigned and when needed.
• Coordinate the preparation, editing, and distribution of correspondence, reports, and documents, such as fax and referral monitoring, data entry; accreditation document processing; policy dissemination and tracking; document management.
• Perform accurate and timely data entry; post or file client data as required.
• May assist in sending out billings and other mass mailings; Process departmental invoices, billing, purchase orders and AFPs.
• Perform basic research and compile documents needed for various reports and management-level documents.
• May accept payments for fees, fines, goods, or services as required by the department; may balance cash drawers or registers and prepare required cash reports. • Assist with special projects and duties as requested.
• Perform other related duties as assigned. III. Typical Work Schedule:
• Adheres to assigned work schedule as outlined in the Department and County attendance policies and procedures.
• Regular, predictable attendance is essential. *Note: This position has been identified as an emergency essential position and as such employees in this position may be needed to work, including after-hours, weekends and during a public emergency (to include but not limited to floods, ice storms, disease outbreak, terrorist attack, etc.).
IV. Supervision Received:
Receives direction regarding general objectives of assigned work, operates within division and agency policy using independent judgment in achieving assigned objectives; independently determines best methods and sequence to achieve assigned tasks. Supervisory/Leadership Responsibilities: None V. Decision Making and Problem Solving: Most problems are routine or predictable in nature, may make minor adjustments to work methods or procedures to identify solutions that exist within current work processes, procedures, or systems.
VI. Knowledge, Skills, Abilities:
• Knowledge of general office or work unit procedures, methods, and practices. • Knowledge of and ability to use correct grammar, vocabulary, spelling, and office terminology to compose and/or proofread correspondence, reports, and other materials.
• Knowledge of all services provided by programs within the division and the policies and procedures that govern the work of the division.
• Ability to be resourceful and use sound judgment in gathering and giving information and coordinating and monitoring office activity and workflow. Last Update: January 2024
• Ability to record and compile information with tedious attention to detail.
• Ability to learn and independently apply laws, departmental rules, and regulations.
• Ability to learn office process and procedures and apply this knowledge in problem-solving and responding to questions and inquiries.
• Ability to use judgment in coordinating and monitoring office procedures and workflow.
• Ability to use courtesy and tact in performing public contact and communication duties that may be sensitive in nature.
• Ability to schedule and coordinate a variety of appointments, meetings and/or conferences.
VII. Organization Conformance Standards for all positions:
• Interact with other employees, customers, and partners in an effective manner, with professionalism and cultural competency; work effectively and efficiently as a team contributor including interacting and communicating clearly and effectively both orally and in writing.
• Maintain knowledge of the agency’s organizational rules, policies, procedures, services, and mission.
• Plan, prioritize, and organize work effectively to produce quality work with measurable results and within identified deadlines; Function in highly stressful circumstances and demonstrate the ability to adapt to changing priorities, deadlines, and directions; ability to maintain calm demeanor while dealing with stressful situations and customers.
• Demonstrate the County’s core values through performance and conduct. This expectation extends beyond the workplace and County systems to include off-site, and off duty conduct that undermines an employee’s creditability as a representative of the County; Conduct business in an ethical manner at all times while maintaining a high level of professionalism and confidentiality.
• Coordinate work efforts with other employees and organizations to accomplish a common task; responsible for managing matters affecting employment and completing personnel-related activities timely and according to County policy.
• Safely and successfully perform the essential job functions consistent with ADAAA, FMLA and other federal, state, and local standards, including meeting qualitative and/or quantitative productivity standards.
• Maintain regular, punctual attendance consistent with ADAAA, FMLA and other federal state and local standards.
• Ability to successfully pass a drug screen and criminal background check. Minimum Education, Training and/or Experience (required at time of hire): High School diploma or equivalent and four (4) years of customer service/office experience; or an equivalent combination of education and experience.
N/A License or Certification Required by Statute or Regulation:
N/A Physical Requirements: Incumbent working in a typical office environment. Reasonable accommodation may be made to enable individuals with disabilities to perform essential functions. May occasionally lift up to 10 pounds. Position involves sitting for long periods of time. During a State of Emergency, and at the discretion of the County Manager, county employees may be called in for service. This includes both essential and non-essential personnel. The above statements are intended to describe the general nature and level of the work being performed by an employee assigned to this work. This is not an exhaustive list of all duties and responsibilities and the County reserves the right to amend or change responsibilities to meet business and organizational needs as necessary. This job description does not create a contract of employment
Buncombe County Government realizes the importance of a diverse professional workforce and the need to foster a responsive and innovative organizational culture, one that fully engages all of our employees, honoring and building on each employee's unique experiences, opinions, and perspective.
It is the policy of Buncombe County to provide equal employment opportunities (EEO) to all persons regardless of race, natural hair or hairstyles, ethnicity, creed, color, sex, sexual orientation, gender identity or expression, national origin or ancestry, marital or familial status, pregnancy, veteran status, religious belief or non-belief, age, or disability or any other legally protected class under federal or NC State law. EEO practices and employment decisions regarding recruitment, hiring, assignment, promotion and compensation shall not be based on any of these protected classes. In addition, the County expressly prohibits any form of workplace harassment or discrimination.