Administrative Specialist II

State of North Carolina

20h

About The Position

The primary purpose for this position is to support the Maintenance Department and Business Coordinator in operational and procedural guidelines to ensure effective consistent maintenance and procurement services are rendered. This position is responsible for independently compiling reports, records and data collected as a result of agency regulatory surveys, evaluations and/or investigations. This position also advises staff and management of maintenance department processes, services, and operations for standard and non-standard situations. The position is responsible for assigning, tracking, and trending all work orders and the maintenance and repairs on the Motor Fleet vehicles. The position is required to identify and understand issues, problems, and opportunities within the maintenance and environmental services departments to provide the Maintenance Director with effective approaches and solutions. On behalf of the Maintenance Director, the position is responsible for providing clear communication to all staff and to external entities both verbally and in written form regarding updates, interruptions in services due to work being completed, vendor preventative maintenance and call needs, as well as other vital information for efficient workflows. The position distributes confirms and tracks policy updates and revisions for the Maintenance Department. The position is also responsible for maintenance records management and is a direct support to the other Maintenance Supervisor. This position also advises staff and management of maintenance department processes, services, and operations for standard and non-standard situations.

Requirements

• Prior experience of director level administrative support and tasks that include office procedures with a high level of skill utilizing Microsoft Office Suite, knowledge of program procedures, methods and practices.
• Knowledge and ability to use correct grammar, vocabulary, spelling, proofreading and program terminology to compose correspondence, reports and other materials.
• Ability to plan, prioritize, organize and review administrative and program workflow and procedures.
• Ability to learn, interpret and analyze applicable program content and make necessary decisions.
• Ability to work with a variety of management styles to achieve goals of the Maintenance and Business Coordinator's Departments.
• Ability to identify needs of management and be proactive to ensure positive outcomes.
• High school diploma or General Educational Development (GED) diploma and four years of related administrative experience; or equivalent combination of education and experience.

Responsibilities

• Support the Maintenance Department and Business Coordinator in operational and procedural guidelines.
• Independently compiling reports, records and data collected as a result of agency regulatory surveys, evaluations and/or investigations.
• Advises staff and management of maintenance department processes, services, and operations for standard and non-standard situations.
• Assigning, tracking, and trending all work orders and the maintenance and repairs on the Motor Fleet vehicles.
• Identify and understand issues, problems, and opportunities within the maintenance and environmental services departments to provide the Maintenance Director with effective approaches and solutions.
• Providing clear communication to all staff and to external entities both verbally and in written form regarding updates, interruptions in services due to work being completed, vendor preventative maintenance and call needs, as well as other vital information for efficient workflows.
• Distributes confirms and tracks policy updates and revisions for the Maintenance Department.
• Responsible for maintenance records management and is a direct support to the other Maintenance Supervisor.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees