District Administrative Specialist I - Columbus County

State of North Carolina•Columbus County, NC

2d•Onsite

About The Position

This District Administrative Specialist I position works under pressure to meet tight deadlines for handling various office operations and reporting. This position provides administrative support to the Judicial District Manager and their team, including but not limited to scheduling meetings and recording minutes, screening calls and visitors, etc. This position also functions as the health & benefits representative for the district employees. This position will receive and process mail, distribute and file documents both electronically and in hard copy, and maintain personnel, fiscal, and operations files. They will verify data, report writing, summarize and reconcile information or financial data, records management, claims review and processing, data collection and analysis, research, inventory, personnel administration, and fund collection or expenditures. Work performed requires specialized knowledge in the processing and application of information, documents, and materials. Documents they prepare may be used in court proceedings or for other official purposes, so concise communication and correct use of grammar and tone are essential. Most of their time is allocated to tasks that involve several steps and require the selection of the most appropriate action within procedural and operational guidelines. The position will provide HR support services in the key areas of: Time administration, Administering various types of leave (LOA), Benefits, including but not limited to FML and Workers' Compensation, Employment packages, Personnel Actions and Operations, Onboarding documentation and new hire orientation, HR Logs, roster, and reporting, Separations. The position will provide fiscal support services in the key areas of: Procurement, Inventory control management to include physical inventories of fixed assets, Entering purchase requisitions and usage orders, Verifying state contract items, Vendor information, shipments, purchase orders, payments, and receipts, Prepare and review mileage reports, process travel authorizations, and reimbursement requests, Tracking and reporting vehicle logs, Handling lease agreements. The duties involve extensive public and staff contact, both via phone and in-person, and may include occasional interactions with criminal offenders.

Requirements

High School (HS) diploma or General Educational Development (GED) diploma.
Two (2) years of related administrative experience.
Ability to explain and interpret information to clients/customers and staff.
Considerable knowledge of program policies, procedures, and information systems.
Ability to compile, assimilate, and organize both printed and electronic information.
Ability to apply knowledge of data collection, storage, organization, manipulation, and/or analysis of data.
Ability to utilize office equipment and other relevant technology (software and systems).
Ability to maintain confidentiality, identify and understand issues, problems, and opportunities; use effective approaches for choosing a course of action or developing appropriate solutions.
Ability to present ideas clearly and effectively in both written and verbal form.
Ability to adjust language or terminology to meet the needs of the audience.
Ability to use correct grammar, organization, and structure.

Nice To Haves

An equivalent combination of education and experience may be considered.

Responsibilities

Provide administrative support to the Judicial District Manager and their team.
Schedule meetings and record minutes.
Screen calls and visitors.
Function as the health & benefits representative for district employees.
Receive and process mail.
Distribute and file documents both electronically and in hard copy.
Maintain personnel, fiscal, and operations files.
Verify data, write reports, summarize and reconcile information or financial data.
Manage records, review and process claims, collect and analyze data, conduct research.
Manage inventory, personnel administration, and fund collection or expenditures.
Provide HR support services including time administration, administering leave, benefits (FML, Workers' Compensation), employment packages, personnel actions, onboarding, HR logs, and separations.
Provide fiscal support services including procurement, inventory control, entering purchase requisitions, verifying state contracts, managing vendor information, processing payments and receipts, preparing mileage reports, processing travel authorizations and reimbursements, tracking vehicle logs, and handling lease agreements.
Engage in extensive public and staff contact via phone and in-person.
Potentially interact with criminal offenders.