Administrative Specialist I

State of North Carolina•Wake County, NC

About The Position

The North Carolina Department of Administration is hiring a Vehicle Administrator (Administrative Specialist I) for its Motor Fleet Management division. The division manages a state fleet of 7,300 passenger and cargo vehicles, including purchasing, assignments, maintenance and repairs, monitoring, and end-of-life disposal. It operates on a yearly budget of $37 million, monitors vehicle misuse, accidents, and preventive maintenance schedules, and manages a Cabinet Member inventory of vehicle and trailer titles. The position manages vehicle assignments and related driver and fuel card processes, provides customer service to the Vehicle Assignment Section, and supports section staff and operations. Occasional vehicle transport and other backup duties are included.

Requirements

High school diploma or GED and two years of related administrative experience, or an equivalent combination of education and experience.
Documented customer service experience.
Detail orientation and organizational skills.
Experience with office recordkeeping procedures and the ability to balance and reconcile figures.
Administrative experience including answering phones, typing and proofreading documents, compiling information, and using databases.
Experience tracking, assigning, and scheduling equipment.
Experience providing telephone support and responding to questions or concerns.
Experience maintaining office files and records.
Proficiency with Microsoft Office, including Word, Excel, and PowerPoint.

Nice To Haves

Excellent customer service skills.
Strong attention to detail and ability to maintain accurate records.
Ability to operate a personal computer and use various software programs.
Proficiency in Microsoft Office, including Word, Excel, Outlook, and PowerPoint.

Responsibilities

Manage vehicle assignments, including processing new requests and changes, conducting background checks, and ensuring forms contain correct signatures and billing information.
Assign and replace vehicles using multiple fleet information systems and oversee the division’s mini motor pool.
Serve as the primary customer service contact for the Vehicle Assignment Section, responding to inquiries and managing the service email account.
Provide administrative support to section staff and act as primary backup for various section processes.
Assist with driver assignments by reviewing applications, verifying driver qualifications, entering data into fleet systems, and maintaining electronic records.
Support fuel card management by placing orders, updating card statuses, resolving issues, and responding to customer inquiries.
Provide backup coverage for mail distribution and phones, support vehicle assignments, and occasionally transport vehicles.