Administrative Specialist I

Agency

Dept of Administration

Division

Council for Women

Job Classification Title

Administrative Specialist I (S)

Position Number

60014067

Grade

NC08

About Us

The NC Department of Administration is the business manager for North Carolina state government. The department oversees Government Operations such as building construction, purchasing and contracting for goods and services, maintaining facilities, managing state vehicles, acquiring and disposing of real property, and operating auxiliary services such as courier mail delivery and the sale of state and federal surplus property. Additionally, the department manages many of the state's advocacy programs that provide assistance and services to diverse segments of the state's population that have been traditionally underserved.

Description of Work

The North Carolina Department of Administration (DOA) is seeking applicants for an Administrative Specialist position within the Division for Women and Youth (DW&Y). This position serves as the primary administrative and operational support position for the division and is responsible for coordinating a broad range of office management, operational, fiscal, technology, human resources, and administrative functions that support the daily operations of the division.
This position provides executive-level administrative support to division leadership and staff and plays a key role in ensuring efficient coordination of internal operations, communications, scheduling, records management, procurement activities, and office processes. The position also serves as a liaison for multiple operational areas, including information technology coordination, facilities management, motor fleet coordination, asset and equipment management, and human resources administrative support.
The Administrative Specialist supports division-wide operations by assisting with recruitment and onboarding activities, maintaining internal procedures and records, coordinating meeting logistics, processing administrative and fiscal documentation, and supporting compliance with agency and departmental procedures. The position must effectively manage multiple priorities in a fast-paced environment while maintaining strong organizational practices, professionalism, attention to detail, and customer service.
Key Responsibilities:
•Provides general administrative support to the DW&Y division, including copying and scanning files; processing incoming and outgoing mail; preparing correspondence; screening and routing incoming calls; responding to inquiries from the general public and stakeholders; coordinating maintenance work orders; arranging for the disposition of surplus property; assembling materials for meetings and events; and planning and coordinating staff activities.
•Creates requisitions in e-procurement for goods and services utilized by the division and orders and maintains office supplies.
•Serves as the Information Technology Liaison for the division, including coordinating the ordering of computers and cell phones, maintaining fixed asset records for new and existing equipment, and providing reporting information to Fiscal Management as needed.
•Maintains and updates office files and records, including internal policies and procedures, Council and Commission appointment records, and documentation related to Ethics Act compliance.
•Provides administrative and logistical support for Council, Commission, and Committee meetings, including preparing agendas, meeting materials, and meeting minutes; securing meeting space; coordinating refreshments for in-person meetings; and supporting related meeting functions as needed.
•Assists the Director and Deputy Director with monitoring the division’s budget, including processing invoices for payment; preparing cash disbursement forms; allocating monthly DIT charges across DW&Y funds; closing out purchase orders; reconciling staff P-card purchases; and summarizing and reconciling financial data and information.
•Prepares Budget Authorization Approval (BDA) forms for meetings, conferences, and travel reimbursement requests.
•Serves as the division’s Human Resources Management Liaison, including supporting recruitment activities; coordinating interview scheduling for permanent and temporary employees; assisting with onboarding and offboarding activities; and ensuring division and departmental procedures are maintained and updated in PowerDMS.
•Performs other duties as assigned.

Knowledge Skills and Abilities/Management Preferences

This posting will close at 11:59pm the night before the end date.

MAX SALARY FOR THIS POSITION: $46,217

Recruitment Range: $39,244-$46,217

NOTE: "See Resume" is not acceptable to show work history.

• Due to the nature of the division’s work, ability to communicate professionally and compassionately with members of the public, including individuals experiencing crisis or victimization, and appropriately assist with information sharing, triage, and referrals to community resources

• Knowledge of office management practices, administrative procedures, records management, and office technology systems.

• Ability to utilize relevant technology, software, and cloud-based systems to support operational and organizational needs.

• Ability to organize, maintain, and manage electronic and printed records and information with strong attention to detail and accuracy.

• Ability to interpret and apply policies, procedures, and operational guidelines while exercising sound judgment, professionalism, and discretion.

• Strong written, verbal, organizational, and customer service skills, including the ability to manage multiple priorities and work independently.

• Ability to identify issues, develop solutions, and effectively coordinate administrative and operational functions in a fast-paced environment.

• Ability to professionally support and interact with leadership, staff, appointed Councils and Commissions, stakeholders, and members of the public while maintaining confidentiality.

MANAGEMENT PREFERENCES

Preference will be given to candidates with 3–4 years of progressively responsible office management or administrative support experience, including experience working in cloud-based and technology-driven environments, and/or a four-year degree in a related field. The ideal candidate will possess strong organizational and operational management skills and demonstrate proficiency in Microsoft 365 applications, including Outlook, Word, Excel, PowerPoint, SharePoint, and Teams, as well as Adobe Acrobat. Experience coordinating multiple administrative functions, managing competing priorities, and serving as a liaison across operational areas is strongly preferred.

Minimum Education and Experience

Some state job postings say you can qualify by an “equivalent combination of education and experience.” If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See the Education and Experience Equivalency Guide for details.

High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.

EEO Statement

The State of North Carolina is an Equal Employment Opportunity Employer and dedicated to providing employees with a work environment free from all forms of unlawful employment discrimination, harassment, or retaliation. The state provides reasonable accommodation to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for religious beliefs, observances, and practices.

Recruiter:

Lauren Michelle Scott

Recruiter Email:

[email protected]