Administrative Specialist I

Department of Administration; Raleigh (NC); On-site; USD 39,000 - 54,000; Full time

Benefits offered by this job

12 paid holidays

Health insurance and dental/vision

NC State Retirement Plan

Job summary

The Department of Administration is seeking a Vehicle Administrator (Administrative Specialist I) for the Motor Fleet Management division in Raleigh. This role manages vehicle assignments, processes requests, conducts background checks, and ensures correct signatures and billing information while providing primary customer service for the Vehicle Assignment Section.

Responsibilities include using multiple fleet information systems, maintaining electronic records, supporting driver and fuel card

Qualifications

• High school diploma or GED and two years of related administrative experience; or equivalent combination of education and experience.
• Strong customer service background with attention to detail and organization.
• Proficiency with Microsoft Office: Word, Excel, Outlook and PowerPoint; data entry and filing experience.

Responsibilities

• Manage the Vehicle Assignment Section inquiries and service email account.
• Process new requests, changes, background checks, and ensure forms are signed and billed correctly.
• Oversee vehicle assignments using fleet information systems and maintain electronic records.
• Provide administrative support to section staff and backup for various processes.
• Assist in driver assignments: review applications, verify qualifications, enter data, maintain records.
• Support fuel card management: place orders, update statuses, resolve issues, respond to inquiries.
• Back up mailbox, phones, mail distribution, and occasional vehicle transport tasks.

Skills

Customer service

Detail oriented

Organization

Phone & data entry

Typing & proofreading

Database usage

Education

High school diploma or GED

Tools

Microsoft Office

Word

Excel

PowerPoint

Outlook

Job description

Agency Dept of Administration Division Motor Fleet Management Job Classification Title Administrative Specialist I (S) Position Number 60014315 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 is seeking applicants for a Vehicle Administrator (Administrative Specialist I) for our Motor Fleet Management division. This division is responsible for maintaining a State Fleet of passenger/cargo vehicles for purchasing, assigning, providing maintenance/repair, and monitoring and disposal of vehicles at the end of their life cycle. The division operates a fleet of 7,300 vehicles on a $37 million yearly budget. The division also monitors vehicle misuses, accidents, and vehicle preventive maintenance schedules using Fleet Best Practices and operates a Cabinet Member inventory of vehicle and trailer titles.

• Manage vehicle assignments, including processing new requests, changes, background checks, and ensuring all forms have correct signatures and billing information.
• Assign and replace vehicles using multiple fleet information systems and oversee the division’s mini motor pool.
• Serve as the primary customer service contact for the Vehicle Assignment Section, responding to inquiries and managing the service email account.
• Provide administrative support to section staff and act as primary backup for various section processes.
• Assist in managing the driver assignment process by reviewing applications, verifying driver qualifications, entering data into fleet systems, and maintaining electronic records.
• Support fuel card management by placing orders, updating card statuses, resolving issues, and responding to customer inquiries.
• Perform additional backup responsibilities, including mail distribution, phone coverage, vehicle assignment support, and occasional vehicle transport.

Knowledge Skills and Abilities/Management Preferences

This posting will close at 11:59pm the night before the end date. MAX SALARY FOR THIS POSITION: $53,962 Recruitment Range: $39,244-$53,962 NOTE: "See Resume" is not acceptable to show work history. Strong documented customer service experience background such as retail, food service, backing, small business. Detail oriented and organization skills. Previous work experience in office record keeping procedures; ability to balance and reconcile figures. Previous administrative work experience that includes answering phones, typing, and proofreading documents, compiling information, and using databases. Previous work experience in tracking, assigning, and scheduling equipment. Previous work experience providing telephone support and responding to questions and/or concerns. Previous work experience involving the maintenance of office files and records. Proficiency with Microsoft Office; including Word, Excel, and PowerPoint. MANAGEMENT PREFERENCES: Excellent customer service skills. Strong attention to detail and ability to maintain accurate records. Ability to operate a personal computer and utilize various software programs. Proficiency in Microsoft Office software to include Word, Excel, Outlook and PowerPoint. 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.

Employment Incentives with NC State Government

We value our employees and offer a variety of competitive and family-friendly benefits including:

• 12 annual paid holidays
• Health Insurance and Supplemental Benefits including Dental and Vision.
• NC State Retirement Plan

Click more about employee perks and benefits at https://oshr.nc.gov/state-employee-resources/benefits. Contact NCDOA and follow us on social media at https://ncadmin.nc.gov/contact.

Supplemental and Contact Information

CONTACT INFORMATION NC Department of Administration Human Resources Management Office Attn: Human Resources Specialist 325 N Salisbury Street Raleigh, NC 27699-1322 Phone: [phone] 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

Recruiter: Crystal Gail Best Recruiter Email: [e-mail] North Carolina State Government is one of the state’s largest employers, with over 76,000 employees all working toward a common goal: a safer and stronger North Carolina. We are a large organization comprised of various agencies, offices, and universities, each providing important public services. Eligible state employees are entitled to comprehensive benefits, including a variety of leave options, professional development opportunities, insurance, and more. To learn more about the benefits of being a North Carolina state employee, visit the N.C. Office of State Human Resources' website. Permanent, temporary, and time-limited state government jobs can be found from the mountains to the coast. Find your next opportunity today! State Application Resources/Frequently Asked Questions Valuing Education and Experience The State of North Carolina values the knowledge and experience of our jobseekers and current state employees. Approximately 91 percent of state job classifications allow experience to be substituted for education or do not require a post-secondary degree.

Additional Information

All job postings close at 11:59pm the night before the End Date on the posting. Introduce yourself to our recruiters and we'll get in touch if there's a role that seems like a good match. If you are already a state employee, please search for jobs by clicking here.