Administrative Specialist II

Agency:
Department of Transportation – Division of Aviation

Position:
Administrative Specialist II (S) – Position Number  – Grade NC09

The North Carolina Department of Transportation (NCDOT) Division of Aviation promotes the economic well‑being of North Carolina by developing a safe and robust air transportation system. As the state’s aviation authority, the Division drives N.C. aerospace development, state and federal airport development grant programs, unmanned aircraft systems safety and use, aviation safety education and training, and air transportation that advances state agency missions.

• Provide confidential administrative support to the Director, managing a fast‑paced and constantly changing calendar of meetings, events, and deadlines.
• Monitor the Director’s email for requests and deadlines, staying abreast of all Division programs, scheduling meetings, and organizing relevant materials and information.
• Maintain the Director’s calendar and the Management Team’s planning calendar, helping to manage competing and conflicting requests.
• Arrange travel and manage expense paperwork for the Director.
• Act as HR liaison: understand and apply NCDOT HR actions, assist hiring managers with required paperwork, monitor hiring steps, report weekly progress, coordinate candidate interviews, and collaborate on onboarding new employees.
• Track and enforce NCDOT training requirements, alert staff about training deadlines, and ensure compliance with annual Equal Opportunity requirements.
• Plan and coordinate logistics for in‑person and virtual events, including staff events such as holiday gatherings.
• Write, edit, and proofread a variety of communications: memos, reports, emails, invitations, PowerPoint presentations, Excel spreadsheets, and other materials supporting the Director’s and Division’s work.
• Participate in and contribute to the Division’s strategic planning, tracking, and reporting activities that advance the agency’s vision and mission.

• High school diploma or GED and four years of related administrative experience; or an equivalent combination of education and experience.
• Proficiency with Outlook, Word, Excel, PowerPoint, SharePoint, Teams, EBS/SAP/Ariba, or related software.
• Experience scheduling and managing calendars, appointments, and office workflow to support Division management.
• Experience managing all aspects of the Human Resources function, including hiring, onboarding and exit procedures, and serving as a confidential point of contact for employees.
• Experience coordinating meetings, managing logistics (room reservations, food, budgets, etc.), preparing agendas and presentations, making travel and event arrangements, and managing expense paperwork.
• Demonstrated ability to write, edit and proofread materials, and to create PowerPoint presentations that communicate effectively to diverse audiences.
• Strong problem‑solving skills, initiative, anticipation of needs, and effective action to ensure tasks complete on time.

Salary: NC09 – $41,206.00–$72,113.00

The State of North Carolina is an Equal Employment Opportunity Employer and is dedicated to providing employees with a work environment free from all forms of unlawful employment discrimination, harassment, or retaliation. The state provides reasonable accommodations for employees and applicants with disabilities, pregnancy-related limitations, or religious beliefs, observances, and practices.