Administrative Specialist I

State of North Carolina•Ag Sciences Center Wake, NC

4d•$39,244 - $46,603•Onsite

About The Position

The Administrative Specialist I position is part of the ASC Division of the Steve Troxler Agricultural Sciences Center (STASC), a state-of-the-art laboratory complex for the Department of Agriculture and Consumer Services. This facility houses approximately 220 employees and the laboratories from the Food and Drug Protection, Standards, Structural Pest Control and Pesticides and Veterinary Divisions. These laboratories form the scientific basis for all regulatory work performed by the Department ensuring consumer protection for human and animal food, commerce, and animal health. The STASC also serves as a premier venue for agriculture-related meetings, training programs, and events that advance the Department’s mission. The Agricultural Sciences Center (ASC) Division is responsible for the overall management and operation of the facility. The Division’s purpose is to ensure uninterrupted laboratory and building operations, protect the safety of employees and the environment, develop and sustain conditions suitable to high-quality laboratory testing, and provide an accommodating venue for meetings, trainings, and administration. ASC division functions include maintenance and operations, IT, safety, quality, and administration for the division, the shared areas of the building and the areas open to the public. The primary purpose of the Administrative Specialist I position is to provide efficient and effective services and solutions through implementing, executing, reporting and tracking operational and financial activities for the ASC Division. This position manages and ensures operational consistency of facility-wide processes and manages and maintains data quality and integrity of Asset Optics, the facility’s warehouse inventory database system. Located at the front desk lobby of the STASC, this position is the greeter and point of contact for visitors to the facility and is responsible for answering, responding to and routing customer phone calls. This is a customer service focused position and delivers public-facing services for the entire STASC facility. This position completes budget and finance duties including processing invoices, procurement card reconciliations, verifying budget and account codes, and researching financial transactions in NCFS. This position implements procurement functions for the ASC Division and maintains inventory records and manages data in the AssetOptics inventory management software system impacting all Divisions located within the facility. This position has primary responsibility scheduling meeting rooms for external groups, communicating with users to define and arrange meeting logistics, and finalizing reservations. The role acts as the primary point of contact for visitors, callers, and requires broad knowledge of the North Carolina Department of Agriculture and Consumer Services as well as affiliated programs. This position will route calls to all ASC located divisions in addition to other departments and other state agencies. Responsibilities include managing visitor services and records for more than 4,000 annual transactions and coordinating meetings and training events. Additionally, this position will maintain SharePoint and digital communication systems, prepare operational reports, and provide continuity through SOP development and process improvements. The position plays a critical role in emergency accountability procedures and facility access coordination supporting building safety and security. Success in this position requires strong organizational skills, attention to detail, discretion, independent decision-making, and the ability to manage multiple complex processes simultaneously.

Requirements

Experience operating a multi-line phone system, including transferring calls and paging.
Working knowledge of financial and budgeting policies and procedures.
Strong written and verbal communications skills.
Strong organizational skills.
Strong customer service skills.
Ability to use Microsoft Word, Excel, and PowerPoint.
Ability to use Outlook to schedule meetings and conference rooms, with internal and external requests.
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

Attention to detail.
Discretion.
Independent decision-making.
Ability to manage multiple complex processes simultaneously.

Responsibilities

Provide efficient and effective services and solutions through implementing, executing, reporting and tracking operational and financial activities for the ASC Division.
Manage and ensure operational consistency of facility-wide processes.
Manage and maintain data quality and integrity of Asset Optics, the facility’s warehouse inventory database system.
Serve as the greeter and point of contact for visitors to the facility.
Answer, respond to, and route customer phone calls.
Deliver public-facing services for the entire STASC facility.
Complete budget and finance duties including processing invoices, procurement card reconciliations, verifying budget and account codes, and researching financial transactions in NCFS.
Implement procurement functions for the ASC Division.
Maintain inventory records and manage data in the AssetOptics inventory management software system.
Schedule meeting rooms for external groups, communicate with users to define and arrange meeting logistics, and finalize reservations.
Act as the primary point of contact for visitors and callers.
Route calls to all ASC located divisions, other departments, and other state agencies.
Manage visitor services and records for more than 4,000 annual transactions.
Coordinate meetings and training events.
Maintain SharePoint and digital communication systems.
Prepare operational reports.
Provide continuity through SOP development and process improvements.
Play a critical role in emergency accountability procedures and facility access coordination supporting building safety and security.