Administrative Specialist I

State of North Carolina•Hatteras, NC

3d•$37,782 - $66,120•Onsite

About The Position

The Administrative Specialist I position provides administrative support to the NCDOT Ferry Operations in Hatteras and helps to ensure year-round operational efficiency and excellence. Candidate must have experience working in a fast-paced environment and can communicate effectively and courteously with a diverse group of individuals with varying skills and abilities while maintaining a high level of performance. Must be able to work independently and as a contributing team member. This position requires general knowledge of office practices and procedures to review, verify, complete, record, and/or balance records, reports and figures. Candidate must have knowledge of office equipment and related computer technology: MS Office Suite and SAP/Beacon. Employee will perform all other duties as assigned. Employee must perform work in accordance with NCDOT workplace and safety policy.

Requirements

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

Nice To Haves

Transportation Worker Identification Credential (TWIC)
Knowledge of office procedures, methods and practices
Demonstrated ability to use judgment in coordinating and monitoring office procedures and workflow
Knowledge of BSIP/SAP software and office unit procedures, methods and practices
Skilled in using Windows 7 (or greater), Microsoft Office (MS Word, Excel, Outlook) and Internet Explorer
Skilled in working with people with courtesy and tact, utilizing customer service skills

Responsibilities

Compiling bi-weekly payroll information for data entry utilizing Excel, recording staff working time, assuring correctness.
Checking leave balances in SAP to assure adequate leave is available.
Once timesheets are verified and signed, filing to allow quick access to documents when needed.
Assist with payroll entry as needed.
Supervise, plan and review all personnel under the direction of the Director and Deputy Director in the absence of the Operation Manager.
Serve as alternate Facility Security Officer (FSO) as required by USCG/Homeland Security having been trained according to policy.
Assisting manager with scheduling of employees on a shift basis.
Monitor all monies and oversee deposits, data entry and statistical records and reports.
Reconciling financial reports for accuracy and troubleshooting if any errors are found.
Training of co-workers on reservation system and toll deposit entries into SAP.
Record and Report traffic figures, overtime and various reports on a shift basis.
Compile and coordinate a variety of reports regarding the work process with supervisor and upper management.
Processing of travel reimbursements for employees at operation.
Assisting employees with USCG renewals, gathering sea time and obtaining drug testing letters to be sent to USCG.
Daily operation of office equipment and the ability to keep maintained for operation.
Apply skill to use a variety of office equipment.
Train other co-workers on the use of computer programs and office equipment operation.
Maintain files for coordination of workflow in office workstation.
Maintain inventory of supplies needed for office operation.
Assuring printed materials for travel public is in supply and displayed for use.
Entering fuel consumption daily in the SAP system.
Interact with customers and traveling public and screen communications based on predetermined guidelines.