Senior Administrative Support Specialist (Support Services-Bilingual Spanish)

General Statement

The Senior Administrative Support Specialist, under general supervision, provides administrative support requiring advanced understanding of processes, data, and/or operations of the department; analyzes information to create and/or maintain associated documents, databases, complex spreadsheets, organize meetings and/or special events; updates and provides alternatives to supervisor regarding critical issues/events; provides responses to requests for information; provides administrative support to budget process; analyzes and prepares financial and/or procurement documents; and may provide guidance/training to other clerical/administrative staff.

As part of the recruitment process for this position, an online skills assessment is required to test the abilities needed to fulfill the essential functions of this job. After completing the application, please copy and paste the following link to complete the assessment:

https://www.ondemandassessment.com/link/index/JB-4XHIZ89XK?u=86102

Please note: it is recommended to use a computer to complete the testing and not a phone or tablet. Any candidates (internal or external) not taking the required tests as part of the application process will not be considered.

Essential Functions

Greets customers/visitors, provides information as appropriate; directs, reviews, screens and processes telephone communications and mail; acts on routine requests.

Schedules and maintains calendar of appointments, meetings and travel itineraries.

Gathers information from office records to draft e-mails, memos, and other documents.

Establishes and maintains work unit files and databases.

Performs data entry; gathers, assembles and formats data to create simple reports.

Prepares documents, meeting materials, and correspondence.

Coordinates travel arrangements, makes reservations, and processes reimbursements.

Maintains confidential and/or sensitive information and materials.

Updates and makes routine changes to department web pages.

Attends meetings; records, transcribes and distributes meeting minutes.

Composes written communication and proofreads documents for grammar, spelling, punctuation, and basic formatting.

Serves as resource to others on a variety of subjects including office equipment, software application usage, and information processing procedures.

Monitors budget, gathers information and processes expenditures for payment, and prepares fiscal reports as needed.

Maintains inventory and orders/purchases office supplies; arranges for equipment maintenance; processes work orders for facilities repairs/needs.

Assists in arranging special events.

Performs other related duties as assigned.

POSITION SPECIFIC FUNCTIONS

Human Services (Business Operations) - Support Services

Greets and directs all visitors to Union County Human Services (UCHS) to the appropriate service or program in person and via the switchboard.

Transmits client information to the workers through electronic means, communication devices and paper flow so that clients can be evaluated for the public assistance programs or services.

Interprets and translates services for all programs within UCHS from Spanish to English and English to Spanish.

Receives, sorts, stamps, and delivers mail and packages.

Distributes Food and Nutrition cards.

Provides the Board of Elections with the number of voter registers completed at UCHS every week.

Registers new employees in the vehicle management system, KEYPER, and assists works with any challenges in gaining badge or vehicle access.

Coordinates cleaning and routine maintenance of county vehicles assigned to UCHS.

Sets up and tears down meeting rooms and escorts visitors to events and meetings held at UCHS.

Compiles data and creates charts to validate quality and quantity of work performed.

Qualifications

MINIMUM QUALIFICATIONS

Education and Experience:

High School Diploma or an acceptable equivalency diploma (GED) with three (3) years of related experience; or equivalent combination of education and experience.

Licenses or Certifications:

Must have a valid Driver's License and be able to maintain a safe driving history as defined by the Union County Vehicle Use Policy.

Special Requirements:

Human Services (Business Operations) - Support Services

Bilingual Spanish.

Applicable to Identified Human Services PositionsOnly: In order to perform work in this role, within (30) thirty days of employment you must provide immunization records, provide proof of immunity, or receive/start the required vaccination series, as applicable, along with complying with any necessary screenings, as required by the Union County Division of Public Health and its Healthcare Personnel Immunization and Tuberculosis Screening Policy, in accordance with applicable law.

PREFERRED QUALIFICATIONS

Education and Experience:

High School Diploma or an acceptable equivalency diploma (GED) with four (4) years of related experience; or equivalent combination of education and experience.

Licenses or Certifications:

Must have a valid Driver's License and be able to maintain a safe driving history as defined by the Union County Vehicle Use Policy.

Special Requirements:

Human Services (Business Operations) - Information Technology and Records Administration

Bilingual Spanish

Veterans Services

Previous documented experience in working with Veterans in a clerical, or administrative capacity and/or documented experience in working with educating clients on benefits.

Supplemental Information

PHYSICAL DEMANDS

Must be physically able to operate a variety of machinery and equipment including computers, printers, telephones, calculators, copiers, fax machines, cash registers, paper cutters, intercom, etc. Must be able to exert up to 30 pounds of force occasionally, and/or a negligible amount of force constantly to move objects.

Physical demand requirements are in excess of those for Sedentary Work. Light Work usually requires walking or standing to a significant degree. However, if the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

WORK ENVIRONMENT

Work is performed in a safe and secure work environment that may periodically have unpredictable requirements or demands.