Administrative Specialist Position Available In Wake, North Carolina

Administrative Specialist City of Raleigh – 4.0 Raleigh, NC Job Details Full-time $42,027 – $64,326 a year 1 day ago Qualifications Mid-level High school diploma or GED Non-CDL Class C 4 years Cash handling Communication skills Full Job Description Salary $42,027.00 – $64,326.00 Annually Location Raleigh, NC Job Type Full-Time Job Number 2025-00383 Department Public Utilities Admin Opening Date 04/23/2025 Closing Date 5/7/2025 11:59 PM Eastern Work Hours Monday to Friday; 8:30 am to 4:30 pm Hiring Range $42,027.00 – $53,177.00 Job Description This position is re-advertising due to an additional position available. Candidates who have previously submitted an application and were referred to the hiring manager are still being considered and do not need to reapply. The Administrative Specialist is devoted to providing high-level customer service to both internal and external customers. Additional duties include clerical and office support activities and administrative coordination. Selected candidates provide skilled clerical and specialized administrative support for a large group of professional staff and departmental functions, as assigned. Work is varied, and depending upon assignment, but may include triaging customer inquiries, compiling data and preparing reports; composing original correspondence; preparing travel documents for staff; maintaining files, records and inventories; developing office procedures; providing procedural and technical information to staff and the public; performing data entry; maintaining and updating spreadsheets; preparing presentations that include maps, graphs and charts; ordering and maintaining supplies; coordinating mail and other correspondence; and preparing public information and outreach materials. This position will handle money.

Work Hours:

Scheduled working hours are Monday to Friday, 8:30 AM to 4:30PM. This position will report to One Exchange Plaza, Raleigh, NC 27601 Duties and Responsibilities Provides specialized administrative support including: preparing meeting agendas and compiling necessary information/materials; attending meetings and preparing minutes; reviewing and screening correspondence; coordinating schedules and calendars; developing office procedures and recommending process improvements; and/or monitoring budget-related expenses and account allocation Prepares and updates correspondence, presentations, charts, graphs, spreadsheets, newsletters, meeting notices, website content, policy and/or other process documentation related to assigned area; gathers, prepares and organizes materials and information for documentation and reporting updates Reviews approvals and processes various forms and documents which may include requisitions, vouchers, expense reimbursement requests, payments, work orders, contract documents, invoices, personnel-related reports/records, job postings, registrations, renewals, and/or travel and expenditure requests/authorizations; monitors schedules and deadlines for document processing; reconciles statements; routes documents; coordinates unscheduled forms/document processing Provides customer support by responding to internal and external inquiries and information requests; performs basic research; routes specific requests to appropriate resource; takes and delivers messages Updates and maintains database information and related reports; researches and retrieves information; reviews data for accuracy and makes corrections; and identifies data issues Performs records retention duties in accordance with established policies and procedures; scans and maintains documents, files and records; assists with records and procedural audits Provides logistics support in the coordination and/or setup of meetings, travel, events, equipment, supplies, and facility spaces; provides technical support related to equipment and audiovisual systems; monitors payment and schedule deadlines Monitors and maintains supplies and materials of assigned area; monitors equipment maintenance needs; obtains vendor quotes; initiates requisitions for materials and/or service; performs order tracking Carry out clerical duties, including handling money

Typical Qualifications Education and Experience:

High School Diploma or GED and four years of related clerical and/or office support experience OR An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.

Preferred Qualifications:

Valid North Carolina Class C Driver’s License with a satisfactory driving record, or the ability to obtain within 60 days of hire

Additional Information Knowledge of:

Standard practices, methods and materials of assigned work Business math concepts Filing and record-keeping principles Occupational hazards and applicable safety principles and practices Uses and properties of supplies and equipment Applicable federal, state and local laws, codes, regulations (based on assignment) Customer service principles Specialized equipment relevant to area of assignment Modern office technology

Skill In:

Composing and maintaining basic original documents including reports, presentations, and correspondence Performing basic original research, compiling and assembling data Organizing tasks, meeting deadlines and prioritizing competing demands Following directions and meeting standards Providing attention to detail in assignments Proofreading and error correction Business math computations Exercising confidentiality Organizing and maintaining records and files Maintaining and updating data and documentation Comprehending reference books and manuals Operating assigned tools and equipment Scheduling meetings, determining basic meeting needs and making required arrangements Interpreting and applying applicable laws, codes, regulations and standards (based on assignment) Providing customer service Utilizing a computer and relevant software applications Utilizing communication and interpersonal skills as applied to interaction with coworkers, supervisors, the general public and others to sufficiently exchange or convey information and to receive work direction

ADA and Other Requirements:

Positions in this class typically require: reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions.

Light Work:

Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work, and the worker sits most of the time, the job is rated for Light work.

Working Conditions:

Work is routinely performed in an indoor, office environment.

Note:

This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position. Employer City of Raleigh North Carolina Address 222 W. Hargett St. Raleigh, North Carolina, 27601 Website https://raleighnc.gov