Administrative Specialist II

State of North Carolina - Department of Administration; North Carolina; On-site; USD 41,000 - 65,000; Full time

Benefits offered by this job

12 annual paid holidays

Health Insurance and Dental/ Vision

NC State Retirement Plan

Job summary

The North Carolina Department of Administration seeks an Administrative Assistant II in Raleigh for the Motor Fleet Management (MFM) Division. The role oversees vehicle assignment, supervision of a three-person team, and coordination with state agencies for vehicle procurement and disposition.

Responsibilities include processing titles, registrations, and invoices, maintaining fleet profiles, and ensuring accurate surplus listings.

Qualifications

• High school diploma or GED plus four years of related admin experience.
• Experience with fleet management systems and MS Office.
• Excellent organizational and written/verbal communication skills.

Responsibilities

• Filing and tracking all vehicle purchase requisitions using NC E-procurement and MFM procedures.
• Create vehicle profiles in fleet management systems with meticulous attention to detail.
• Coordinate vehicle delivery from dealers, verify VINs, stock numbers, and paperwork.
• Process titles, registrations, and invoices in MFM; prepare cards and tags for assignments.
• Ensure accuracy of weekly surplus lists and verify odometer disclosures and damage reports.
• Assign and replace vehicles to agencies using MFM database, Holman, WEX, GeoTab and Excel.
• Supervise the lot team, provide guidance, training, and direction.
• Address customer questions with high-level customer service.
• Perform other duties as assigned.

Skills

Office procedures

Data entry

Customer service

Communication

Attention to detail

Education

High school diploma or GED

Tools

Holman Insights

Holman Garage insights

Motor Fleet

WEX

GeoTab

DMV STARS

DocuSign

State Surplus software

Excel

Access

Word

Teams

Job description

About Us

Agency Dept of Administration Division Motor Fleet Management Job Classification Title Administrative Specialist II (S) Position Number 60014291 Grade NC09

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 an Administrative Assistant II position for our Motor Fleet Management (MFM) Division in Raleigh, NC.

Motor Fleet Management operates a fleet of 8,000 vehicles on a $50 million-dollar budget. It is Motor Fleet’s mission to effectively manage a fleet of passenger, heavy duty, and cargo vehicles for state agencies by purchasing, assigning, providing maintenance/repair, monitoring, and disposing of vehicles at the end of their life cycle. MFM also oversees vehicle misuse, accidents, driver’s license verification, and vehicle title information by using Fleet Best Practices and following North Carolina General Statues. This position is the Assistant Manager for the Vehicle Assignment department. This position acts as an additional point of contact for all state agencies and requires a high level of customer service as they will regularly speak with department heads. This position also takes over supervisory responsibilities in the absence of the Manager, as well as receiving new vehicles, performing assignment changes, approving weekly surplus lists and assists with all department duties. This position is also responsible for managing a team of 3 employees. The assistant Manager will serve as a backup for the DMV office, and the Assignment Associates.

Key Responsibilities:

• Filing and tracking of all vehicle’s purchase requisitions by use of the NC E-procurement system and Motor Fleet tracking procedures.
• This position is responsible for the creation of vehicle profiles in numerous fleet management systems. Attention to detail is extremely important!
• Coordinating the delivery of the vehicles from various dealers, making sure VIN and stock numbers match paperwork, verifying vehicle specifications, directing activities and ordering supplies needed for the preparation of vehicles for assignment.
• Receiving completed titles, registrations, and invoices on vehicles from the DMV office, and making sure they are processed in MFM system, getting credit cards, registration cards and tags prepared for vehicle assignments.
• Is responsible for ensuring the accuracy of the weekly surplus list, verifying odometer disclosure statements, vehicle damage, and delivery to surplus property.
• Assigning and replacing vehicles to agencies using MFM database system, Holman, WEX, GeoTab, and excel spread sheets.
• Serves as direct supervisor to lot team, provides guidance, training, and direction.
• Addressing all customer questions and concerns with a high level of customer service.
• Other duties as assigned.

This position is located at: 1915 Blue Ridge Rd Raleigh, NC 27607

Maximum Salary and Recruitment Range

Maximum salary for this position: $65,000

Recruitment Range: $41,206-$65,000

Knowledge, Skills and Abilities

Ability and knowledge of office and work unit procedures, self-motivated, able to work with large numbers (VIN, credit cards account numbers, vehicle numbers), performs the required duties professionally and with minimal supervision and direction. Excellent and well-developed organization and communication skills, typing and data entry, excellent writing and verbal skills. Extensive experience using Windows, Microsoft Office (Excel, Access, Word), Adobe Reader 9. Previous administrative work experience that includes answering phones, typing and proofreading documents, processing mail, completing purchase orders, and compiling and tracking information. Previous work experience involving maintaining office files and records.

Management Preferences

• Previous fleet management experience
• Attention to detail.
• Strong organizational skills
• Experience with fleet management systems such as Holman Insights, Holman Garage insights, Motor Fleet, WEX, GeoTab, DMV STARS, DocuSign, State Surplus software, Microsoft teams, and Excel spreadsheets.

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 four years of related administrative experience; or equivalent combination of education and experience.

Employment Incentives with NC State Government

• 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 Information

Contact NCDOA and follow us on social media at https://ncadmin.nc.gov/contact.

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

Recruiter Contact

Recruiter: Lauren Michelle Scott

Recruiter Email: [e-mail]

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.