Administrative Specialist I

State of North Carolina

2d•Onsite

About The Position

This position performs a variety of tasks associated with the manipulation, maintenance, update and analysis of the database associated with thousands of lines of inventory maintained by the Central Inventory Distribution Center. Personnel in this position are the primary interface between physical and electronic inventory. This position is responsible for the daily processing of requisitions from field locations by converting requisitions to stock transport orders, issuing stock transport orders and preparation of pick tickets for warehouse personnel for issuing to field units. This position requires considerable thinking, analysis and judgment when comparing receipt documentation to materials delivered, proper stocking, and issuing documentation to pulled materials as well as packaging of materials for distribution. Will assist with all outstanding orders and backorders as needed as well as filling in person requests. This position is responsible for working with vendors to make sure all goods receipts and invoices are accurate before entering into the SAP and Ariba systems for payment and adjusting when needed. Assist with annual physical inventory preparation and actual counting of inventory. This position interfaces with manufactures, vendors, delivery services, customers and other DOT personnel in the process of ordering, receiving, issuing, delivering and solving problems associated with the daily operations of the warehouse. Initiate corrective action as part of problem solving and recommend policy and procedure that may prevent re-occurrences. Position will review mail for invoices associated with warehouse activities. Position may require overtime during adverse weather conditions to ensure NCDOT field units are supplied. Other duties as assigned.

Requirements

High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.
Knowledge of general inventory warehouse principles and procedures.
Experience providing internal and external customer service by telephone, personal contact and writing.
Experience using software programs such as Microsoft Office Suite, SAP, and Ariba.
Demonstrated ability to compile, assimilate and organize both printed and electronic information.
Demonstrated ability to work both independently with little instruction or guidance and in a team environment.

Responsibilities

Perform a variety of tasks associated with the manipulation, maintenance, update and analysis of the database for inventory.
Serve as the primary interface between physical and electronic inventory.
Process daily requisitions from field locations by converting them to stock transport orders.
Issue stock transport orders and prepare pick tickets for warehouse personnel.
Compare receipt documentation to materials delivered, ensure proper stocking, and verify issuing documentation.
Package materials for distribution.
Assist with outstanding orders and backorders, and fulfill in-person requests.
Work with vendors to ensure accuracy of goods receipts and invoices before entering them into SAP and Ariba systems for payment.
Adjust records as needed.
Assist with annual physical inventory preparation and counting.
Interface with manufacturers, vendors, delivery services, customers, and other DOT personnel.
Initiate corrective action and recommend policy and procedure changes to prevent re-occurrences of problems.
Review mail for invoices associated with warehouse activities.
Potentially work overtime during adverse weather conditions to ensure NCDOT field units are supplied.