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Job Title:  Administrative Services Specialist 2

Job Classification (Exempt or Non-exempt):  Non -Exempt

Reports To:  Program Compliance Director

Job Summary:   Provides comprehensive administrative and clerical support to the Operations Department.  Responsible for supporting the daily office operations, managing phone calls, greeting guests, scheduling appointments, organizing and managing documents, maintaining confidential records, processing payments and donations, coordinating administrative tasks, and ensuring accurate record keeping. 

The position plays a key role in supporting program compliance, document management, and efficient documentation of adoption and kinship services, while maintaining the highest standards of confidentiality and professionalism.

Essential Duties and Responsibilities:

1. Under the direct supervision of the Program Compliance Director, perform support activities including but not limited to typing, filing, scanning documents, maintaining and keeping up to date case files, running activity reports and program data reports, implementing procedures for managing the organization and privacy of documents, office supply inventory, and merchant card reconciliation. 
2. Serve as the primary point of contact for the office by answering and directing incoming phone calls, taking messages, greeting visitors, answering the door and directing individuals to appropriate staff or meeting location in a professional and welcoming manner.
3. Maintain polite and professional communication via phone, video calls, e-mail, and mail with team members, families, community members, and vendors.
4. Receive and direct all mail to the proper person.  
5. Monitor office supply inventory, place orders as needed and maintain adequate stock levels to support department operations.
6. Process incoming checks for donations, adoption fees, and other payments; maintain accurate records and ensure timely routing, and documentation.
7. Provide assistance with rental and reservations of NCHS office spaces.  Schedule appointments, meetings, conference rooms, and other departmental activities as assigned.
8. Provide floating coverage to all NCHS offices and participate in cross training as needed. 
9. Schedule and make reservations for travel and travel accommodations.
10. Schedule interpreter and/or translation services as needed for programs.
11. Maintain orderly and efficient filing systems for both paper and electronic records.
12. Provide administrative support for adoption and kinship case files, including legal adoption documents.
13. Generate and distribute activity reports, program reports, and other administrative documents as requested.
14. Assist with program audits, compliance reviews, accreditation activities, and special projects by gathering, organizing, and providing requested documentation.
15. Demonstrate respect, appreciation, and sensitivity for diversity and confidentiality. 

Supplemental Duties and Responsibilities:

1. Commitment to NCHS mission, vision, values, CQI initiatives, and strategic plan goals. 
2. Maintain a positive and cooperative relationship with internal and external professionals.
3. Participation in agency committees as assigned.
4. Positive representation of NCHS in all community settings.
5. Ability to interpret and abide by NCHS policies and procedures.
6. Embracing and championing NCHS’s mission, values and culture.
7. Other duties as assigned by the supervisor and/or director.
8. Bilingual (preferred)

Qualifications and Requirements:

1. Minimum education and experience:

1. High School Graduate and/or related work experience 

1. Associate degree preferred. 

1. Experience using Microsoft Office. 
   1. Basic computer skills, with willingness to learn and utilize computer software and hardware applicable to the organization’s operations.

2.    Knowledge, skills, and abilities:

1. 1. Knowledge of computer spreadsheets and databases required.
   2. Proficiency in Microsoft 365 Office Suite and using technology and software applications.
   3. Ability to prioritize tasks and manage multiple projects simultaneously to meet deadlines.
   4. Ability to establish positive working relationships and communicate effectively, both verbally and in writing to all employees and community partners.
   5. Ability to maintain confidentiality relative to sensitive information.
   6. Ability to work independently and as part of a team, with strong collaboration skills.
   7. Current Notary or will to attain a Notary credential within 90 days of hire.
   8. Bilingual (preferred)

3. Physical Demand:

1. The ability to frequently communicate with NCHS team members and community partnerships.
2. Able to inspect written communication and respond to directions and hazards.
3. Able to move equipment weighing up to 35 pounds.
4. Occasionally ascends/descends stairs in the building and home structures.
5. Able to operate a computer and other office equipment.
6. Able to remain in a stationary position and move about different work environments.
7. This position requires access to reliable and safe transportation.  A copy of insurance and registration will be required upon hiring.

1. Schedule demands  
   1. Ability to adjust normal work schedule to meet the needs of NCHS employees to include evening and weekend work.

1. Site factors (work location, environment, travel, etc.): 
   1. Work in Durham office location with occasional coverage of Fontenelle office location.
   2. This is not a remote position.
   3. Local travel will be required with state-wide travel on occasion for meetings.

Note: The physical demands and work environment characteristics described above are representative of those that will be encountered by a person performing the essential duties and responsibilities of this job.  Reasonable accommodation may be made to enable individuals with disabilities to perform the essential job functions.