Administrative Specialist I

State of North Carolina; Wake Village (TX); On-site; USD 39,000 - 69,000; Full time

Benefits offered by this job

Health Insurance

Retirement Plans

Paid Vacation

Job summary

The State of North Carolina invites applications for an Administrative Specialist I (S) at the Raleigh Satellite Maintenance Yard. This full‑time position provides essential clerical and operational support, including entering work orders, maintaining asset documentation, time reporting in FIORI, and coordinating HR tasks.

Ideal candidates bring strong MS Office skills, proficiency with DocuSign and SharePoint, and a track record in customer service and stakeholder communication.

Qualifications

• High school diploma or GED required; two years of related administrative experience.
• Equivalent combination of education and experience may be considered.
• Experience with MS Office, DocuSign, and SharePoint is preferred.

Responsibilities

• Enter, track, and close maintenance work orders in the CMMS for multiple facilities.
• Maintain equipment asset inventories and records with high accuracy.
• Review and input employee time reports in FIORI and reconcile vehicle mileage logs.
• Process, monitor, and reconcile purchase requisitions, purchase orders, and e-billing transactions.
• Coordinate interview scheduling, conduct reference checks, and prepare HR documentation.
• Order and maintain inventory of general office supplies and assist with budget tracking.
• Process employee travel authorizations and expense reimbursements.
• Serve as a communication liaison for internal and external stakeholders.

Skills

Administrative tasks

Information synthesis

Customer service

Microsoft Office

Communication

Education

High school diploma or GED

Tools

DocuSign

SharePoint

Microsoft Office

Job description

Agency

Adult Correction

Division

COO - OPS - Institutions Operations

Job Classification Title

Administrative Specialist I (S)

Position Number

60073690

Grade

NC08

About Us

The NC Department of Adult Correction is one of the largest state agencies with more than 14,000 employees. It is responsible for safeguarding and preserving lives and property through prevention, protection, and preparation as well as the care, custody, and supervision of all adults sentenced for violating North Carolina laws. This department includes state prisons with custody, healthcare, and facility operations staff as well as probation/parole officers who supervised sentenced people in the community. Other divisions include Administration, Health Services, Rehabilitation & Reentry, Special Operations and the Post-Release Supervision & Parole Commission. We have a mission that matters!

Description of Work

The RSMY Administrative Specialist (Administrative Specialist I) provides essential clerical and operational support to the Raleigh Satellite Maintenance Yard, which manages preventative, scheduled, and emergency maintenance work orders for Wake CC, OSDT Apex, and the Randall/Morgan Street Building Complex within the Computerized Maintenance Management System (CMMS). The ideal candidate will demonstrate proficiency in multiple administrative functions, including entering and managing work orders, maintaining equipment asset documentation, verifying time reports within FIORI, and reconciling vehicle mileage logs.

This position works closely with both the Support Services Business Operations and Human Resources teams. Business Operations responsibilities include processing and tracking purchase requisitions, coordinating purchase orders, ordering office supplies, processing travel requests and reimbursements, and reconciling credit card transactions and e‑billing payments. Human Resources responsibilities include coordinating interviews for vacant positions, conducting reference checks, and preparing interview recommendation packages for HR review. Frequent communication with internal and external stakeholders is required, along with strong written and verbal communication skills. Proficiency in Microsoft Office and business/accounting systems is essential.

Job Duties:

• Enter, track, and close maintenance work orders in the CMMS for multiple assigned facilities.
• Maintain equipment asset inventories, transfers, and surplus records with high accuracy.
• Review and input employee time reports in FIORI and reconcile vehicle mileage logs.
• Process, monitor, and reconcile purchase requisitions, purchase orders, and e‑billing transactions.
• Coordinate interview scheduling, conduct reference checks, and prepare HR documentation.
• Order and maintain inventory of general office supplies and assist with budget tracking.
• Process employee travel authorizations and expense reimbursements in accordance with policy.
• Serve as a communication liaison for internal and external stakeholders, ensuring timely and professional responses.

Work Location and Schedule

This position has a duty station at the Raleigh Satellite Maintenance Yard in Raleigh, NC. This is a full-time position (40 hours per week) with State Benefits. The normal work schedule is Monday – Friday, 8:00am – 5:00pm.

Knowledge Skills and Abilities/Management Preferences

Salary Grade Range: $39,244.00 - $68,679.00

NC 08

Candidates now meet the minimum qualifications of a position if they meet the minimum education and experience listed on the vacancy announcement. The Knowledge, Skills, and Abilities (KSAs)/ Management Preferences are not required. Applicants who possess the following skills are preferred:

• Demonstrated experience in two or more general administrative tasks: entering, receiving, and reconciling purchase orders; receiving and reconciling budget expenses; receiving and processing vendor invoices; and processing personnel travel reimbursements.
• Demonstrated experience with compiling and assimilating organizational information and successfully explain and interpret that information to clients, customers, and staff.
• Demonstrated experience with customer service and dispute resolution.
• Demonstrated experience with Microsoft Office products and other administrative software.
• Demonstrated experience with Docusign and SharePoint.

_ The Posting Will Close At 11:59 P.M. The Night Before the End Date _

State Benefits Information

The State of North Carolina offers a comprehensive benefits package including:

• Health Insurance options
• Retirement Plans
• NCFlex Supplemental Benefits
• Paid Vacation, Sick, and Community Service Leave
• Paid Parental Leave

Visit the State Benefits website for additional information.

Veterans’ and National Guard Preference

• Applicants seeking Veteran’s Preference must attach aDD-214 Member-4 Form(Certificate of Release or Discharge from Active Duty) to their applications.
• Applicants seeking National Guard Preference must attach an NGB 23A (RPAS), along with the state application, if they are a current member of the NC National Guard in good standing.
• Applicants who are former members of either the NC Army National Guard or the NC Air National Guard, with honorable discharge and six years of creditable service, must attach a copy of the DD 256 or NGB 22, along with the state application.

PREA Requirement

The NC Dept. of Adult Correction must adhere to the US Dept. 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 Dept. of Adult Correction: PREA Hiring and Promotion Prohibitions

ADA Accommodations

Consistent with the Americans with Disabilities Act (ADA) and the Pregnant Workers Fairness Act (PWFA), NCDAC is committed to the full inclusion of all qualified individuals. If reasonable accommodation is needed to participate in the job application or interview process, please contact the person as indicated below.

Minimum Education and Experience

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.