Administrative Specialist I - District II Construction

Dept of Transportation

State Hwy Administrator - Div of Hwys

Administrative Specialist I (S)

60020770

NC08

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. 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.

Amarah Davis