Administrative Specialist I

State of North Carolina•Durham County, NC

About The Position

The Administrative Specialist I performs administrative and clerical duties for the Division 5 Equipment Unit, supporting maintenance and operations employees, managers, and supervisors. The position uses in-house computer programs such as SAP and the Beacon system and focuses substantially on records and reports, administrative documents, invoice processing, requisitions, and creating and maintaining purchase order contracts. Other duties include processing workers’ compensation, accident, and other reports; answering phones; preparing forms and correspondence; filing and managing records; copying and data entry; assisting the public; handling mail; supporting employees with personnel questions and documents; and liaising with other state offices. The role also interprets policies and procedures, maintains and orders supplies, processes weekly payroll, overtime, meal reimbursements, and travel advances, and performs other office duties as needed. Additional duties may be assigned by the supervisor. The selected applicant must be legally able to operate a motor vehicle.

Requirements

High school diploma or General Educational Development (GED) diploma and two years of related administrative experience, or an equivalent combination of education and experience.
Ability to accurately use a computer, calculator, copier, fax machine, and similar office equipment.
Ability to work independently.
Ability to communicate effectively both orally and in writing.
Ability to check and correct correspondence when needed.
Ability to legally operate a motor vehicle.

Nice To Haves

Customer service experience, including resolving customer issues.
Experience with Microsoft Office programs such as Access, Word, and Excel.
Experience completing or maintaining records and reports.
Experience interpreting or explaining policies, procedures, and laws.
Experience with letter writing, correct spelling and punctuation, and proofreading.

Responsibilities

Perform administrative and clerical duties for the Division 5 Equipment Unit and support maintenance and operations employees, managers, and supervisors.
Learn and apply data using in-house computer programs such as SAP and the Beacon system.
Maintain records and reports; complete and receive administrative documents; process invoices for payment; create requisitions; and create and maintain purchase order contracts.
Complete workers’ compensation, accident, and other reports as needed.
Answer phones; type forms and correspondence; file and manage records; copy documents; and enter computer data.
Assist the public with inquiries and problems; handle and distribute incoming and outgoing mail; assist employees with personnel-related questions and documents; and liaise with other state offices.
Interpret policies and procedures and manage multiple tasks while meeting deadlines.
Maintain and order inventory and supplies.
Process weekly payroll, overtime, meal reimbursements, and travel advances.
Perform other general office duties and additional duties assigned by the supervisor.
Accurately use a computer, calculator, copier, fax machine, and other office equipment.
Work independently, communicate effectively orally and in writing, and check and correct correspondence when needed.
Legally operate a motor vehicle.