Administrative Specialist I
About The Position
This Administrative Specialist I position serves as the primary public contact for the Division of Water Resources, Public Water Supply (PWS) Section. The role involves providing responsive communication and support to both internal and external stakeholders. Administrative Specialists in PWS collaborate as a team to manage various tasks related to established business processes. All Administrative Specialists are cross-trained to support other administrative staff, ensuring all team members can perform the necessary functions to support the Section and maintain smooth operations. Specific responsibilities may be assigned by the supervisor, including support for PWS's 100+ staff in areas such as plan review, sanitary surveys, site visits, assessments, certification processes, fee receipts, administrative penalties, and other functions. This role requires excellent attention to detail and professional communication in a fast-paced environment.
Requirements
- High school diploma or General Educational Development (GED) diploma and two (2) years of related administrative experience, or equivalent combination of education and experience.
Nice To Haves
- Data entry in databases such as Safe Drinking Water Information Systems (SDWIS), Plan Review Information System Management (PRISM), and/or PayPoint electronic payment systems.
- Experience managing electronic files (e.g., MS SharePoint, multiple drives), and/or converting files into digital format.
- Familiarity with public water supply/drinking water rules and regulations and/or processes related to engineering plan review, administrative penalties, permitting, certification, etc.
Responsibilities
- Serving as receptionist for the Public Water Supply Section's offices in the Archdale Building in Raleigh, 8:00 am - 5:00 pm, Monday - Friday.
- Processing outgoing and/or incoming mail: printing, copying, collating, preparing packages, opening, reviewing, distributing.
- Coordinating with regional staff and others as needed to resolve missing data, errors, or inconsistencies and ensure data follows standards and meets requirements, referring questionable documents and unusual issues to appropriate engineers or management.
- Providing direct assistance to external customers: responding to and directing calls from a variety of agencies, officials, professionals, and the general public.
- Retrieving records, plans, and other documents for projects as requested, including retrieval from basement files or State Records Archives and extensive searching through Microfilm Blue Cards.
- Referring technical questions to the appropriate program manager or staff personnel and sending information to callers via mail and email.
- Reviewing various documents for accuracy, data entry, and using data to produce reports and to track performance measures/compliance.
- Receiving checks, entering into electronic check register, posting payments appropriately.
- Maintaining digital and/or hard-copy files as required.
Benefits
- Eligibility for the Public Service Loan Forgiveness Program
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
