Administrative Specialist II

State of North Carolina

About The Position

This position will assist the Business Officer II and State Maintenance Engineer in the day-to-day business and administrative operations of the State Maintenance Operations Unit. This position manages purchasing and payment of invoices, Purchasing Card reconciliation, expense vouchers, and office supplies. This position will assist with contracts and contract invoicing. Manages records retention, archival and disposal activities. This position will assist the Business Officer II with monitoring the State Maintenance Operations budget including the fuel site maintenance and replacement program. This position maintains strict confidentiality on all matters and provides a high level of responsiveness to requests. Maintains and manages the Service Award program for State Maintenance Operations employees. Running quarterly reports and processing service award orders in SAP. Provides support for State Maintenance Operations in planning and coordination of METTS and academies. This position will perform administrative functions for State Maintenance Operations including organizing and maintaining training materials, scheduling meetings and trainings, answering phones, and serves as back-up receptionist. Other duties as assigned.

Requirements

Demonstrated ability to handle multiple tasks and projects and prioritize work, organize files and be flexible with changes in work assignments and deadlines.
Demonstrated ability to establish and maintain effective working relationships with associates, officials and the public.
Demonstrated ability to gather, organize and analyze financial information and other data.
Experience in computer software programs including Microsoft Word, Adobe, Outlook, Excel and SAP.
Experience working with contract invoicing, accounts payable deadlines, time sensitive documentation, and purchasing card reconciliations.
High school diploma or General Educational Development (GED) diploma and four years of related administrative experience; or equivalent combination of education and experience.

Responsibilities

Assist the Business Officer II and State Maintenance Engineer in the day-to-day business and administrative operations of the State Maintenance Operations Unit.
Manage purchasing and payment of invoices, Purchasing Card reconciliation, expense vouchers, and office supplies.
Assist with contracts and contract invoicing.
Manage records retention, archival and disposal activities.
Assist the Business Officer II with monitoring the State Maintenance Operations budget including the fuel site maintenance and replacement program.
Maintain strict confidentiality on all matters and provides a high level of responsiveness to requests.
Maintain and manage the Service Award program for State Maintenance Operations employees. Running quarterly reports and processing service award orders in SAP.
Provide support for State Maintenance Operations in planning and coordination of METTS and academies.
Perform administrative functions for State Maintenance Operations including organizing and maintaining training materials, scheduling meetings and trainings, answering phones, and serves as back-up receptionist.
Other duties as assigned.