Administrative Specialist I - District II Construction

Department of Transportation; United States; On-site; USD 39,000 - 69,000; Full time

Job summary

The North Carolina Department of Transportation seeks an Administrative Specialist I to support Division 9 District 2 Construction Office in Winston-Salem. You will handle project administration, payroll processing, records management, and HR-related tasks in a busy project environment.

Responsibilities include data entry in HiCams, TIMS, and SharePoint, preparing pay records, and coordinating appointments.

Qualifications

• High school diploma or GED with two years of related administrative experience or an equivalent combination.
• Ability to handle general office procedures and maintain accuracy in records.
• Strong written and verbal communication skills with attention to grammar and proofreading.

Responsibilities

• Perform project administration tasks including HiCams data entry, certified payrolls, records review, and TIM’s entry.
• Scan and file correspondence, submittals, meeting minutes, and related documents into SharePoint.
• Distribute electronic correspondence to Contract and Department staff.
• Process time entry/payroll, invoices, purchase orders, and accounts payable using SAP; prepare travel vouchers and requisitions.
• Assist HR duties including hiring processes, FMLA, retirements, and separations.
• Coordinate appointments and meetings; support receptionist duties as needed.

Skills

Customer service

Written communication

Data entry

Time management

Education

High school diploma or GED

Two years related administrative experience

Tools

Beacon

NeoGov

Service Now

HiCams

SAP

DocuSign

Microsoft Word

Microsoft Excel

Microsoft Access

Job description

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. This is an anticipated vacancy. This posting is for the Administrative Specialist I position in the Division 9 District 2 Construction Office in Winston-Salem. This position performs a variety of office assistant tasks in support of administrative, program and technical operations.

• This position will be directly responsible for project administration activities related to Hicams data entry, certified payrolls, records review, IPad management, technician training, Share Point entry and TIM’s entry.
• The specialist scans correspondence, submittals, meeting minutes, densities, ticket books, supplemental agreements, claims and other project related documents into Share Point site.
• Distributes electronic correspondence by email to Contract and Department personnel.
• Other duties include, checks final estimate assemblies, ticket books and pay record books for conformance with accepted standards and the Construction Manual as well checks certified payrolls against project diaries and wage interviews, notifies engineering staff of discrepancies, sets up project files, and records meeting minutes.
• Serves as project traffic notice coordinator providing TIMS entry and public notice announcements.
• Reviews, schedules classes and assessments with Materials and Tests Unit.
• Orders equipment for project inspection, sampling and testing.
• Functions include a diversity of records, reports and filing activities, public contact, answering telephone, directing calls to appropriate staff.
• This position will serve as a backup receptionist for Division phones during lunch or when requested.
• This position will process and approve time entry/payroll, process invoices, maintain purchase order contracts and accounts payable through SAP, create requisitions, travel expense vouchers, HiCams entries, TIMS entries, and Human Resources administration.
• This position is responsible for HR duties including knowledge of all policies and procedures, process all actions for the department’s hiring process, FMLA, retirements, and separations.
• This position assists District staff with investigation and preparation of road additions/abandonments, driveway permits, house moves, site plans and encroachment agreements.
• Ensures training compliance for District office by maintaining records and certifications of unit personnel.
• Processes all certified payroll for contracts to include collecting, checking, scanning, and filing.
• Other office tasks will include typing correspondence, filing, and handling of incoming and outgoing mail.
• Must possess knowledge of general office procedures, operation of various office machines as well as general computer software applications such as MS Word, Excel, Access, Beacon, NeoGov, Service Now, HiCams, SAP, and DocuSign.
• Ability to communicate effectively in written, electronic, and oral form, use correct grammar and spelling to compose, update and proofread correspondence when completing forms, letters and reports.
• Knowledge of current project workload assigned to the District Engineer’s office is required for daily activities.
• Ability to schedule and coordinate appointments and meetings.

Salary Grade and Salary Range

Grade NC08

$39,224 - $68,679

Position Number

POS # 60020770

Additional Expectations

Management prefers applicants with the ability to legally operate a motor vehicle. Effectively communicate technical knowledge with Engineers, coworkers and public. Good communication skills are required in both verbal and written activities. Possess general mathematical skills, significant vocabulary/grammar skills for proofreading correspondence, reports and other documents. Ability to schedule and coordinate a variety of appointment, meeting, and or conferences. Applicant should be extremely computer literate and possess experience using modern word processing, spreadsheet, email and internet software. Customer service experience (over telephone, personal, and electronic) is strongly preferred. Candidates should possess excellent composition skills, attention to detail, and need for consistency with data entry and correspondence. Must be able to work in an inside environment including being exposed to significant sitting for long periods of time. Must be able to lift 25 lbs. Knowledge Skills and Abilities/Management Preferences

Management Preferences

• Customer service experience, including resolving customer issues
• Experience with Microsoft Office using programs such as Access, Word, and Excel
• Experience completing and/or maintaining records and report
• Experience in interpreting and/or explaining policies, procedures, and laws
• Experience with letter writing, using correct spelling, punctuation, and proofreading

Education and Experience Equivalency

High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience. In accordance with the Governor’s Executive Order 303, our agency supports second-chance employment for individuals who were previously incarcerated or justice-involved. We invite all potential applicants to apply for positions for which they may be qualified. It is important that your application includes all your relevant education and work experience and that you answer all questions associated with the application.

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.

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. Learn more about how you may qualify for a position through education or directly related experience, or a combination of both, with the Education and Experience Equivalency Guide.

All job postings close at 11:59pm the night before the End Date on the posting.

Equal Employment Opportunity 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.