Job Description

Posting number: 2026-00100

Department: Department of Social Services

Job classification: Administrative Assistant I

Posting type: External & Internal

Categories: Social Services

Summary

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

Examples of duties

A.Description of Responsibilities and Duties:

Method Used: X Order of Importance

1. 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:

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

1. 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.

Qualifications

Considerable knowledge of office techniques; ability to practice effective communication techniques both orally and in writing; considerable knowledge of effective supervisory practices and ability to plan and supervise the work of others, if applicable. Ability to analyze, interpret, recommend, and implement policy and procedural guidelines. Skill in organizing work flow and coordinating activities.

Supplemental information

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.