Administrative Specialist II

About Us

Agency Dept of Administration Division Motor Fleet Management Job Classification Title Administrative Specialist II (S) Position Number  Grade NC09

The NC Department of Administration is the business manager for North Carolina state government. The department oversees Government Operations such as building construction, purchasing and contracting for goods and services, maintaining facilities, managing state vehicles, acquiring and disposing of real property, and operating auxiliary services such as courier mail delivery and the sale of state and federal surplus property. Additionally, the department manages many of the state's advocacy programs that provide assistance and services to diverse segments of the state's population that have been traditionally underserved.

The North Carolina Department of Administration is seeking applicants for an Administrative Assistant II position for our Motor Fleet Management (MFM) Division in Raleigh, NC.

Motor Fleet Management operates a fleet of 8,000 vehicles on a $50 million-dollar budget. It is Motor Fleet’s mission to effectively manage a fleet of passenger, heavy duty, and cargo vehicles for state agencies by purchasing, assigning, providing maintenance/repair, monitoring, and disposing of vehicles at the end of their life cycle. MFM also oversees vehicle misuse, accidents, driver’s license verification, and vehicle title information by using Fleet Best Practices and following North Carolina General Statues.

This position is the Assistant Manager for the Vehicle Assignment department. This position acts as an additional point of contact for all state agencies and requires a high level of customer service as they will regularly speak with department heads. This position also takes over supervisory responsibilities in the absence of the Manager, as well as receiving new vehicles, performing assignment changes, approving weekly surplus lists and assists with all department duties.

This position is also responsible for managing a team of 3 employees. The assistant Manager will serve as a backup for the DMV office, and the Assignment Associates.

Key Responsibilities:

• Filing and tracking of all vehicle’s purchase requisitions by use of the NC E-procurement system and Motor Fleet tracking procedures.
• This position is responsible for the creation of vehicle profiles in numerous fleet management systems. Attention to detail is extremely important!
• Coordinating the delivery of the vehicles from various dealers, making sure VIN and stock numbers match paperwork, verifying vehicle specifications, directing activities and ordering supplies needed for the preparation of vehicles for assignment.
• Receiving completed titles, registrations, and invoices on vehicles from the DMV office, and making sure they are processed in MFM system, getting credit cards, registration cards and tags prepared for vehicle assignments.
• Is responsible for ensuring the accuracy of the weekly surplus list, verifying odometer disclosure statements, vehicle damage, and delivery to surplus property.
• Assigning and replacing vehicles to agencies using MFM database system, Holman, WEX, Geo Tab, and excel spread sheets.
• Serves as direct supervisor to lot team, provides guidance, training, and direction.
• Addressing all customer questions and concerns with a high level of customer service.
• Other duties as assigned.

This position is located at: 1915 Blue Ridge Rd Raleigh, NC 27607

Maximum salary for this position: $65,000

Recruitment Range: $41,206-$65,000

Ability and knowledge of office and work unit procedures, self-motivated, able to work with large numbers (VIN, credit cards account numbers, vehicle numbers),…