Administrative Specialist I

State Of North Carolina Raleigh , NC 27611

Posted 2 weeks ago

Description of Work

This is a Repost. Previous applicants must reapply to be considered.

Central Engineering is the Department of Public Safety's (DPS) capital program manager, and manager of physical plant operations. This physical plant constitutes approximately 19 million square feet of building space situated in 408 individual complexes have 3,401 separate buildings and approximately 32,000 acres of land.

Our DPS customers include, but are not limited to: State Highway Patrol, State Bureau of Investigations, Adult Corrections, Juvenile Justice, Correction Enterprise, ABC Commission, and the NC National Guard. We have a mission that matters!

This position serves as part of a team of 5 that jointly shares the administrative functions described below for an engineering, construction and facility management team of approximately 140 employees that serves our DPS customers. In this role, the selected candidate will have an opportunity to learn and excel in all of these roles, which will assist the selected candidate in becoming a knowledgeable leader and potentially an Administrative Supervisor candidate throughout the State Government. Because the culture and work are fast paced, those with top technical skills and strong work ethic will find greatest success and opportunity.

Duties include, but are not limited to, mail processing, receptionist duties, contract processing ($5,000 to $21M or more), processing Accounts Payable (direct purchase documents, employee expense reimbursements, reconciliation of credit card transactions and generally processing invoices for payment), E- Procurement (electronic) entering requisitions and receiving, processing and verifying E-Billing payments, reconciling packing slips to invoices, resolving vendor billing differences, collect/maintain/monitor monthly vehicle mileage logs, assist in asset management (e.g. office equipment and vehicles) to include surplus transfer, close out financials on engineering and construction projects and properly file (digital and/or paper) to ensure audit trails.

For each of these duties, the employee will properly code and/or reference all payments to proper jobs and/or budget codes, ensure reconciling and receiving payments to State accounting systems by balancing these accounts monthly and secure approvals digitally and/in writing as needed from the engineering and construction teams.

To properly execute this work, the employee must learn and understand policy and procedures for all duties and continuously seek to improve work processes. Also, employee will have frequent written and verbal communication with all stakeholders, including but not limited to; vendors, construction and engineering team members, agency customers, budget office, controller's office, and peers.

This is a full-time position (40 hours per week) with State Benefits. The work schedule is Monday-Friday 8am-5pm.

Note to Current State Employees:

The salary grade for this position isGN06. State employees are encouraged to apply for positions of interest even if the salary grade is the same as, or lower than, their current position.

If selected for this position, a new salary will be recalculated taking into consideration the quantity of relevant education and experience, funding availability, and internal equity. Based upon these factors, a pay increase MAY result.

About the North Carolina Department of Public Safety (NC DPS)

NC DPS is the largest state agency with more than 26,000 employees. It is responsible for safeguarding and preserving the lives and property of its citizens through prevention, protection, and preparation. We have a mission that matters!

Knowledge, Skills and Abilities / Competencies

The Knowledge, Skills and Abilities listed below, along with the Minimum Education and Experience requirements, are REQUIRED to qualify for this position. We will not review resumes in lieu of Experience and Education listed on the application. Click these links for additional information:Introduction to the Job ApplicationandAddressing Knowledge, Skills and Abilities. (Note: These links were created for applicants of Dept. of Public Safety jobs and may not reflect the policies or procedures of other State agencies.)

To qualify for this position, applicants must document on the application that they possess ALL of the following:

  • Experience in at least three (3) of these critical areas: processing accounts payable, billing/sending invoices to clients, reconciliation of payments, project closeout, auditing work of others, asset management (vehicles, computers, and/or other assets), ordering materials (sizeable requisitions not just office supplies), paying invoices, credit payment reconciliation, job/budget coding, employee / business travel reimbursement, and/or customer service/dispute resolution.

  • Demonstrated administrative experience in serving construction, architectural or engineering teams.

  • Experience using electronic accounting/business systems.

  • Experience providing administrative functions for a business team of 10 or more.

Management Preferences

  • Candidates with greater than 3 areas of experience, as listed above.

  • Exceptional technology skills (Outlook, Excel, Word, PowerPoint, DocuSign and other online software as a service tools, and/or other accounting/administrative tools.)

  • Strong verbal and written communication skills.

  • Independent worker.

  • Exceptional organizational skills.

  • Attention to detail and accuracy.

  • Demonstrated interpersonal skills.

Minimum Education and Experience Requirements

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

Supplemental and Contact Information

The North Carolina Department of Public Safety (NC DPS) is an Equal Opportunity Employer. NC DPS uses the Merit-Based Recruitment and Selection Plan to fill positions subject to the State Human Resources Act with the most qualified individuals. Hiring salary will be based on relevant qualifications, internal equity and budgetary considerations pertinent to the advertised position.

Applicants seeking Veteran's Preference must attach a DD form 214, Certificate of Release or Discharge from Active Duty, along with your application.

If applying for a position certified through the NC Department of Justice-Criminal Justice Standards Division, click this link for specific certification requirements:Correctional & Probation/Parole Officer Certification

The NC Department of Public Safety must adhere to the US Department of Justice Final Rule on the "National Standards to Prevent, Detect, and Respond to Prison Rape." Click this link for information on hiring and promotion prohibition requirements for all positions in the NC Department of Public Safety:PREAHiring and Promotion Prohibitions

Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. To check the status of your application, please log in to your account and click "Application Status." If you are selected for an interview, you will be contacted by management. If you are not selected, you will receive an email notifying you when the job has been filled.

For technical issues with your application, please call the governmentjobs.com Help Line at(855) 524-5627. If there are any questions about this posting other than your application status, please contact Laura Holloway, Employment Specialist at 919-457-1208.



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Administrative Specialist I

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