Administrative Officer II

State of North Carolina

12d • $23 - $40

About The Position

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 Outreach and field engagement: •Acts as the first point of contact for the agency, answering general questions from the public, grantees and other agencies and referring more detailed questions to appropriate staff. Answers all incoming lines and directs callers and walk in traffic to appropriate personnel. •Maintains databases (law enforcement, law enforcement liaisons (LEL), law enforcement county coordinators (LECC), online reporting contacts, etc.) •Creates for distribution the results of campaigns and distributes for posting to website. Draft correspondence to partners, LELs, LECCs and other members of the public about campaign events and other GHSP events •Assists with addressing questions with the GHSP overall projects: STEP System-responds to State Traffic Enforcement Program System (STEP) information requests; receives and handles reports from Traffic Safety Task Forces; types and handles other STEP System correspondence and forms as requested. •Drafts emails to law enforcement contacts and handles calls concerning campaigns, reporting deadlines, etc. •Receives and responds to inquiries and requests from the public, law enforcement agencies and other partners. •Participates in coordination of external campaigns and events. System Access, Records and Reports: •Tracks submission of monthly enforcement data reports from grantees and maintains database and paper records of the reports. Prepares enforcement statistics for annual report. Provides report updates GHSP staff as needed. •Processes and maintains database records for grant system access authorizations. Coordinates access with DOT IT BSIP Security and follows up with individuals to ensure access is obtained. Conducts annual audit verifying appropriate authorized access to grants management system. Maintains the agency’s fixed assets inventory and conducts annual verification. Adds new inventory items and coordinates the surplus process for assets no longer needed or functional. •Maintains and tracks granted property records. Processes Non-Expendable Property addition and disposition forms. Update grantee property database (adding new items or documenting disposition) and maintain paper records as backup. •Develops and updates the agency records retention schedule in compliance with the Department of Cultural Resources, Division of Archives and Records. Serves as the agency’s records liaison with the DOT Public Records Manager. Retains and destroys records per the approved retention schedule. Office Administration: •Provides assistance with documents including, but not limited to, travel requests, travel reimbursements, and PO and non-PO invoices into the appropriate systems. •Processes office administration invoices for approval and payment using the E-billing System and other DOT systems. •Handle other administrative duties including accessing the online grants system and retrieving claims, application and agreements as needed. •Oversees maintenance of agency vehicle fleet. Tracks mileage, schedules maintenance and prepares reports for GHSP management on fleet usage. •Serves as the administrative assistant for the Assistant Director and the Grants Section. 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.

Requirements

• Bachelor’s degree from an appropriately accredited institution and three years of experience in personnel, budgeting, research or administrative management; or an equivalent combination of education and experience.

Nice To Haves

• Demonstrate an ability to interpret and communicate verbally and in writing details of policies, procedures, and regulations.
• Demonstrate an ability to plan schedule and carry out work assignments effectively.
• Experience with managing administrative duties of an office to include, but not limited to, programmatic and financial aspects.
• Experience with computers and business software, including proficiency with Microsoft office, Excel and access applications and/or databases.
• Demonstrate ability to communicate and establish working relationships with all levels of external partner agencies to implement collaborative programs.

Responsibilities

• Acts as the first point of contact for the agency, answering general questions from the public, grantees and other agencies and referring more detailed questions to appropriate staff.
• Maintains databases (law enforcement, law enforcement liaisons (LEL), law enforcement county coordinators (LECC), online reporting contacts, etc.)
• Creates for distribution the results of campaigns and distributes for posting to website.
• Draft correspondence to partners, LELs, LECCs and other members of the public about campaign events and other GHSP events
• Assists with addressing questions with the GHSP overall projects: STEP System-responds to State Traffic Enforcement Program System (STEP) information requests; receives and handles reports from Traffic Safety Task Forces; types and handles other STEP System correspondence and forms as requested.
• Drafts emails to law enforcement contacts and handles calls concerning campaigns, reporting deadlines, etc.
• Receives and responds to inquiries and requests from the public, law enforcement agencies and other partners.
• Participates in coordination of external campaigns and events.
• Tracks submission of monthly enforcement data reports from grantees and maintains database and paper records of the reports.
• Prepares enforcement statistics for annual report.
• Provides report updates GHSP staff as needed.
• Processes and maintains database records for grant system access authorizations.
• Coordinates access with DOT IT BSIP Security and follows up with individuals to ensure access is obtained.
• Conducts annual audit verifying appropriate authorized access to grants management system.
• Maintains the agency’s fixed assets inventory and conducts annual verification.
• Adds new inventory items and coordinates the surplus process for assets no longer needed or functional.
• Maintains and tracks granted property records.
• Processes Non-Expendable Property addition and disposition forms.
• Update grantee property database (adding new items or documenting disposition) and maintain paper records as backup.
• Develops and updates the agency records retention schedule in compliance with the Department of Cultural Resources, Division of Archives and Records.
• Serves as the agency’s records liaison with the DOT Public Records Manager.
• Retains and destroys records per the approved retention schedule.
• Provides assistance with documents including, but not limited to, travel requests, travel reimbursements, and PO and non-PO invoices into the appropriate systems.
• Processes office administration invoices for approval and payment using the E-billing System and other DOT systems.
• Handle other administrative duties including accessing the online grants system and retrieving claims, application and agreements as needed.
• Oversees maintenance of agency vehicle fleet.
• Tracks mileage, schedules maintenance and prepares reports for GHSP management on fleet usage.
• Serves as the administrative assistant for the Assistant Director and the Grants Section.

Benefits

• Eligible state employees are entitled to comprehensive benefits, including a variety of leave options, professional development opportunities, insurance, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level