Administrative Specialist II

State of North Carolina

1d

About The Position

This position carries primary responsibility for scheduling and managing transportation for EU consumers, purchasing EU testing materials, paying and reconciling invoices, and managing paper files. It also involves collecting and assembling weekly and monthly internal reports. The individual in this role serves as a contact for building and front desk emergencies. The main objective of this role is to provide administrative support to the DSB Career and Training Center. These programs offer evaluations, assessments, and vocational rehabilitation services to clients referred by VR counselors. Key responsibilities include: • Preparing the program’s inventory of fixed assets (including Low Vision inventory) and managing revolving funds. • Handling procurement card purchases and processes, preparing and processing authorizations, and compiling accurate monthly reports using MS Excel. • Drafting letters, correspondence, memorandums, and emails for programs and staff, as well as preparing files and performing data entry. • Creating budget spreadsheets to monitor expenditures; answering phone calls; maintaining records; managing general billing; preparing mailings; processing mail; distributing office equipment; filing; taking dictation; and updating referral lists. • Scheduling consumers and arranging interpreter services. • Generating authorizations for payments within the case management system and scanning documents in accordance with PII and PHI protocols. • Serving as a point of contact for maintenance and housekeeping issues. • Collaborating as part of an administrative team to ensure the Center’s administrative needs are met, supporting the effective delivery of services to participants.

Requirements

• High school diploma or General Educational Development (GED) diploma and four years of related administrative experience.
• Equivalent combination of education and experience.

Nice To Haves

• Experience with procurement card processes.
• Experience with Fixed Asset Inventory.
• High level of experience creating and maintain MS Excel Spreadsheets.
• Administrative experience in a human services facility and/or interacting with people with disabilities.

Responsibilities

• Scheduling and managing transportation for EU consumers
• Purchasing EU testing materials
• Paying and reconciling invoices
• Managing paper files
• Collecting and assembling weekly and monthly internal reports
• Serving as a contact for building and front desk emergencies
• Preparing the program’s inventory of fixed assets (including Low Vision inventory) and managing revolving funds
• Handling procurement card purchases and processes, preparing and processing authorizations, and compiling accurate monthly reports using MS Excel
• Drafting letters, correspondence, memorandums, and emails for programs and staff, as well as preparing files and performing data entry
• Creating budget spreadsheets to monitor expenditures
• Answering phone calls
• Maintaining records
• Managing general billing
• Preparing mailings
• Processing mail
• Distributing office equipment
• Filing
• Taking dictation
• Updating referral lists
• Scheduling consumers and arranging interpreter services
• Generating authorizations for payments within the case management system and scanning documents in accordance with PII and PHI protocols
• Serving as a point of contact for maintenance and housekeeping issues
• Collaborating as part of an administrative team to ensure the Center’s administrative needs are met, supporting the effective delivery of services to participants

Benefits

• The State of North Carolina offers excellent comprehensive benefits.
• Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis).
• Employees also receive paid vacation, sick, and community service leave.
• In addition, paid parental leave is available to eligible employees.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED