Administrative Specialist I

Agency

Dept of Transportation

Division

Transit

Job Classification Title

Administrative Specialist I (S)

Position Number

60018506

Grade

NC08

About Us

It’s the mission of the NC Department of Transportation to connect people, products and places safely and efficiently with customer focus, accountability, and environmental sensitivity to enhance the economy and vitality of North Carolina. We encourage you to consider joining NCDOT where our work not only serves the citizens of North Carolina but has an impact on our world through all modes of transportation.

Description of Work

Please note that all positions close at 12:00 AM on the posted closing date. You must apply by 11:59 PM prior to the posted closing date.

The Administrative Specialist I position provides administrative support to the NCDOT Ferry Operations in Hatteras and helps to ensure year-round operational efficiency and excellence. Candidate must have experience working in a fast-paced environment and can communicate effectively and courteously with a diverse group of individuals with varying skills and abilities while maintaining a high level of performance. Must be able to work independently and as a contributing team member. This position requires general knowledge of office practices and procedures to review, verify, complete, record, and/or balance records, reports and figures. Candidate must have knowledge of office equipment and related computer technology: MS Office Suite and SAP/Beacon. Employee will perform all other duties as assigned. Employee must perform work in accordance with NCDOT workplace and safety policy.

Key Responsibilities:

Compiling bi-weekly payroll information for data entry utilizing Excel, recording
staff working time, assuring correctness. Checking leave balances in SAP to assure adequate leave is available. Once timesheets are verified and signed, filing to allow quick access to documents when needed. Assist with payroll entry as needed.

Supervise, plan and review all personnel under the direction of the Director and
Deputy Director in the absence of the Operation Manager. Serve as alternate Facility Security Officer (FSO) as required by USCG/Homeland Security having been trained according to policy. Assisting manager with scheduling of employees on a shift basis.

Monitor all monies and oversee deposits, data entry and statistical records and
reports. Reconciling financial reports for accuracy and troubleshooting if any errors are found. Training of co-workers on reservation system and toll deposit entries into SAP.

Record and Report traffic figures, overtime and various reports on a shift basis.
Compile and coordinate a variety of reports regarding the work process with supervisor and upper management.

Processing of travel reimbursements for employees at operation. Assisting
employees with USCG renewals, gathering sea time and obtaining drug testing letters to be sent to USCG.

Office Equipment Operation – Daily operation of office equipment and the ability to keep maintained for operation. Apply skill to use a variety of office equipment. Train other co-workers on the use of computer programs and office equipment operation.

Maintain files for coordination of workflow in office workstation. Maintain inventory of supplies needed for office operation. Assuring printed materials for travel public is in supply and displayed for use. Entering fuel consumption daily in the SAP system.

Public Contact - Interact with customers and traveling public and screen
communications based on predetermined guidelines.

This position is located at the HATTERAS FERRY OPERATION and works 7 DAYS ON AND 7 DAYS OFF.

Preferred credential: Transportation Worker Identification Credential (TWIC), A COPY OF TWIC CARD MUST BE ATTACHED TO YOUR APPLICATION OR PRESENTED AT THE INTERVIEW PROCESS.

Knowledge Skills and Abilities/Management Preferences

Salary Grade and Salary Range:  NC08  $37,782 to $66,120

Management prefers applicants with the following:

• Knowledge of office procedures, methods and practices

• Demonstrated ability to use judgment in coordinating and monitoring office procedures and workflow

• Knowledge of BSIP/SAP software and office unit procedures, methods and practices

• Skilled in using Windows 7 (or greater), Microsoft Office (MS Word, Excel, Outlook) and Internet Explorer

• Skilled in working with people with courtesy and tact, utilizing customer service skills

Minimum Education and Experience

Some state job postings say you can qualify by an “equivalent combination of education and experience.” If