Administrative Specialist II

State of North Carolina • Raleigh, NC

12h • Hybrid

About The Position

Administrative Specialists in the Division of Water Resources' Public Water Supply (PWS) Section work as a team to complete a variety of tasks related to established business processes. All Administrative Specialists provide cross-training to other administrative staff, and all team members are capable of performing the administrative functions needed to support the Section and keep vital work running smoothly. This ADMINISTRATIVE SPECIALIST II position serves as a Team Lead. PWS Administrative Specialists must have excellent attention to detail and communicate professionally in a fast-paced setting. The following types of knowledge/experience may be helpful in this position: - Data entry in databases such as Safe Drinking Water Information Systems (SDWIS), Plan Review Information System Management (PRISM), and/or electronic payment systems (PayPoint, PayIt, etc.) - Experience managing electronic files (e.g., MS SharePoint, multiple drives), and/or converting files into digital format - Familiarity with public water supply/drinking water rules and regulations and/or processes related to engineering plan review, administrative penalties, permitting, certification, etc.

Requirements

• Excellent attention to detail
• Communicate professionally in a fast-paced setting
• High school diploma or General Educational Development (GED) diploma and four (4) years of related administrative experience, or equivalent combination of education and experience.

Nice To Haves

• Data entry in databases such as Safe Drinking Water Information Systems (SDWIS), Plan Review Information System Management (PRISM), and/or electronic payment systems (PayPoint, PayIt, etc.)
• Experience managing electronic files (e.g., MS SharePoint, multiple drives), and/or converting files into digital format
• Familiarity with public water supply/drinking water rules and regulations and/or processes related to engineering plan review, administrative penalties, permitting, certification, etc.

Responsibilities

• Serving as team lead within the administrative support unit, providing training and frontline leadership for the unit, assisting the Administrative Officer I with ongoing projects
• Receiving checks, entering into electronic check register, posting payments appropriately; processing and reporting penalty payments, permit fees, and plan review fees; managing database records; performing general administrative duties
• Coordinating operating permit fee program, entering Level 1 and Level 2 assessments into the Safe Drinking Water Information System (SDWIS) and setting up new water system inventories in SDWIS.
• Processing outgoing and/or incoming mail: printing, copying, collating, preparing packages, opening, reviewing, distributing
• Coordinating with regional staff and others as needed to resolve missing data, errors, or inconsistencies and ensure data follows standards and meets requirements, referring questionable documents and unusual issues to appropriate engineers or management
• Maintaining digital and/or hard-copy files as required, including Laserfiche, SharePoint, and shared network drives; retrieving records, plans, and other documents for projects as requested, including retrieval from basement files, State Records Archives, Microfilm Blue Cards
• Reviewing various documents for accuracy, data entry, and using data to produce reports and to track performance measures/compliance

Benefits

• Eligible state employees are entitled to comprehensive benefits, including a variety of leave options, professional development opportunities, insurance, and more.
• If you have student loans, becoming a state employee includes eligibility for the Public Service Loan Forgiveness Program.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED