Administrative Specialist I - Division 13 - Division Office
About The Position
The Administrative Specialist I serves as the front desk representative for the Division Headquarters and provides administrative support as assigned. The role greets the public, visitors, Department of Transportation employees, vendors, and contractors, and requires professional communication and adaptability to frequent change. The position handles a multi-line telephone system by answering and directing calls and taking messages. It performs office assistance tasks supporting administrative, program, and technical operations, including maintaining records, preparing reports, filing, typing correspondence, and handling incoming and outgoing mail. The role also assists with payroll, inventory, purchase orders, purchasing card reconciliation, accounts payable, and other transactions processed through SAP, as well as personnel-related and general office duties. Strong communication skills and proficiency with office equipment and related technology are essential.
Requirements
- High school diploma or GED and two years of related administrative experience, or an equivalent combination of education and experience.
- Strong communication skills.
- Proficiency with office equipment and related technology, including Microsoft Windows, Excel, Access, PowerPoint, and SAP.
Nice To Haves
- Customer service experience, including resolving customer issues.
- Experience using Microsoft Office programs such as Access, Word, and Excel.
- Experience completing and/or maintaining records and reports.
- Experience interpreting and/or explaining policies, procedures, and laws.
- Experience in record keeping.
- Ability to legally operate a motor vehicle.
Responsibilities
- Greet the public, visitors, DOT employees, vendors, and contractors at Division Headquarters.
- Answer a multi-line telephone system, direct calls to the appropriate person or unit, and take messages.
- Perform office assistance tasks supporting administrative, program, and technical operations.
- Maintain records, prepare reports, file documents, type correspondence, and handle incoming and outgoing mail.
- Assist with payroll, inventory, purchase orders, purchasing card reconciliation, accounts payable, and other SAP transactions.
- Perform personnel-related and other general office duties.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
