Administrative Specialist I

State of North Carolina

1d•Onsite

About The Position

The North Carolina Department of the Secretary of State (NC SOS) is the heartbeat of the business community promoting economic growth and protecting the public from financial harm. The Department works with business, banking and legal communities to strengthen our state's economy with a state-of-the-art system of reliable business and governmental records. We also safeguard individuals and businesses against fraud. This integral position requires an on-site presence to ensure the flow of information is received in a timely manner. The purpose of the Research and Filing and Mailroom is to carry out all statutory duties assigned to the Secretary of State for preserving corporate documents and records.

Requirements

Hold a valid driver’s license to operate a state government vehicle for USPS pickups and agency deliveries.
Proficiency with basic computer systems, data entry software, scanners, printers, Microsoft computer software packages such as Word and Excel.
Ability to adapt to change and work efficiently in a fast-paced environment to meet daily needs.
Self-motivated and capable of working independently without constant supervision.
Organizational skills to efficiently sort, log, and file a high volume of mail and packages.
Ability to lift and move heavy packages, mail bins, or containers of mail up to 50-70 pounds, sit, stand, walk and/or bend for extended periods.
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

General knowledge of records management processes.
Previous mailroom or administrative support experience.
Experience with data entry.

Responsibilities

Serve as an additional backup in the mailroom by providing operational continuity by supporting daily logistics and administrative tasks during staff absences or high-volume periods.
Perform cash management activities assigned to the division.
Receive and prepare for long-term storage of documents filed by the Business Registration Division.
Monitor the Secretary of State’s Knowledge Base Information System (SOSKB) for requested document retrieval and imaging.
Respond to requests for documents placed via the SOSKB scan queue report or the research and filing workflow queue.
Research customer inquiries and respond to public or governmental requests for corporate information.
Process custom certified gold seal certificates.
Scan affidavit request for images not found.
Manage retention schedule and disposition of documents.
Research the Session Laws of North Carolina for information regarding entities created by action of the NC General Assembly.
Perform the processes necessary to transfer digital images of filed documents to microfilm media via a ST view scan machine.
Operate an OPEX machine, prepare documents or items for the automated feeder, start the machine using the user interface, monitor performance via the computer screen, and retrieve contents from the output workstation.