Administrative Specialist

New Hanover County; North Carolina; On-site; USD 40,000 - 54,000; Full time

Benefits offered by this job

401k contributions

Retirement plan

Flex time

Telework availability

Sick leave & holidays

Parental leave

Education leave

Health insurance

Wellness center

Professional development

Job summary

New Hanover County Fire Services in North Carolina is looking for an organized Administrative Specialist to support financial, administrative, and operational needs. The role coordinates purchasing, payroll, contracts, and records while delivering dependable support in a fast-paced environment.

This position requires an Associate’s Degree in Business Administration or related field and at least one year of related experience.

Qualifications

• Associate’s Degree in Business Administration or related field.
• At least 1 year of related administrative support experience.

Responsibilities

• Coordinates purchasing and accounts payable: processes purchase orders, procurement-card transactions, invoices, and related documentation.
• Supports financial operations: assists with budget preparation, expenditure monitoring, financial reporting, and account reconciliations.
• Maintains payroll and personnel records: compiles payroll information and assists with personnel actions and related documentation.
• Coordinates contract administration: processes contract requests, maintains supporting records, and monitors renewals and updates.
• Provides employee and training support: coordinates travel, training registrations, candidate assessments, and departmental career events.
• Supports Fire Marshal's Office operations: coordinates billing processes, maintains documentation, and assists with related administrative functions.
• Maintains departmental records and communications: prepares reports, manages filing systems, and coordinates office supplies and resources.
• Collaborates with internal and external partners; responds to inquiries and resolves administrative and financial matters.

Skills

Organized and detail-oriented

Education

Associate’s Degree in Business Administration, or related field

Job description

New Hanover County Fire Services is seeking an organized and detail-oriented Administrative Specialist to support the department's financial, administrative, and operational needs. This position plays an important role in keeping daily business operations running smoothly by coordinating purchasing, financial transactions, payroll, contracts, employee support, and departmental records. The ideal candidate enjoys working with people, managing multiple priorities, and providing dependable administrative support in a fast-paced environment.

Essential Duties:

• Coordinates purchasing and accounts payable: Processes purchase orders, procurement-card transactions, invoices, and related documentation.
• Supports financial operations: Assists with budget preparation, expenditure monitoring, financial reporting, and account reconciliations.
• Maintains payroll and personnel records: Compiles payroll information and assists with personnel actions and related documentation.
• Coordinates contract administration: Processes contract requests, maintains supporting records, and monitors renewals and updates.
• Provides employee and training support: Coordinates travel, training registrations, candidate assessments, and departmental career events.
• Supports Fire Marshal's Office operations: Coordinates billing processes, maintains documentation, and assists with related administrative functions.
• Maintains departmental records and communications: Prepares reports and correspondence, manages filing systems, and coordinates office supplies and resources.
• Collaborates with internal and external partners.
• Responds to employee and vendor inquiries and works with County departments, agencies, and other partners to resolve administrative and financial matters.

New Hanover County Fire Rescue is comprised of a team of dedicated emergency response professionals who work to educate and protect citizens from the threats of fire and other emergencies. Our employees stay committed to the county's model of good governance working rotating 24-hour shifts in nine (9) fire stations to protect a 328 square-mile district in the unincorporated county. The department is a combination department which offers opportunities for those who wish to volunteer their time or start their own career with training in the fire protection industry. Ideal candidates for the fire department combine the department's values of honor, dedication, compassion, service, and excellence with the county enterprise-wide values and vision of a vibrant, prosperous, and diverse coastal community committed to building a sustainable future for generations to come.

New Hanover County is committed to hiring talented professionals who are passionate about public service and making a difference in the community. Our employees work in an innovative, collaborative, and employee-focused environment where professional expertise and new ideas are valued.

Our shared values of professionalism, innovation, integrity, stewardship, and accountability guide the way we serve our community and work with our customers.

New Hanover County celebrates diversity in our employees’ backgrounds, beliefs, identities, and abilities, while supporting growth opportunities for all. Our talented team has a passion for providing care and services that effect change on the everyday lives of the citizens they encounter. The differences that unite us are a reflection of the community we serve. If this sounds like an organization that models the values you uphold, we invite you to join our team at New Hanover County.

Living in New Hanover County, NC:

New Hanover County offers an exceptional quality of life with its picturesque coastal location. Enjoy the stunning beaches, water activities, and a variety of recreational opportunities right at your doorstep. Immerse yourself in the vibrant local culture, indulge in diverse dining experiences, and explore historical landmarks. The county is known for its strong sense of community, excellent schools, and a thriving arts scene. With a focus on good governance and a commitment to customer service, New Hanover County provides an ideal environment for both personal and professional growth.

Hours:

Monday – Friday, 7:30 AM to 4:00 PM. Must be available to work during emergency situations (Description of work hours above does not apply in emergency situations).

Salary Information:

Thetarget hiring rangefor this position is $40,048.00 - $54,064.50. The full salary range for an incumbent hired into this position is $40,048.00 to $68,081.00. Starting salary will be based on qualifications, relevant experience, internal equity, and budget. Candidates with exceptional qualifications and experience may be considered for a starting salary above the target hiring range, but not to exceed the maximum of the salary range.

New Hanover County offers:

• Employer paid 401k contributions;
• Retirement planthrough the NC Retirement system;
• Flex time and telework availability, depending on your position;
• Paid sick and personal leave + 13 paid holidays per year;
• Paid parental leave;
• Paid community services leave to give back to our community;
• Education leave to obtain a degree within your line of work;
• Medical, dental, and vision insurance + many other insurance options;
• Onsite, employer-paid health and wellness center;
• Professional development trainings & leadership initiatives;
• Opportunities to make a difference in your community;
• And so much more!

Associate’s Degree in Business Administration, or related field, and one (1) year of related administrative support experience; or an equivalent combination of training and experience sufficient to successfully perform the essential duties of the job such as those listed above.