Administrative Specialist - District II Construction

Position: Administrative Specialist I - District II Construction
Agency

Dept of Transportation

Division

State Hwy Administrator - Div of Hwys

Job Classification Title

Administrative Specialist I (S)

Position Number

Grade

NC08

About Us

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

Please note that all positions close at 12:00 AM on the posted closing date.

This is an anticipated vacancy.

This posting is for the Administrative Specialist I position in the Division 9 District 2 Construction Office in Winston-Salem. This position performs a variety of office assistant tasks in support of administrative, program and technical operations. This position will be directly responsible for project administration activities related to Hicams data entry, certified payrolls, records review, IPad management, technician training, Share Point entry and TIM’s entry.

The specialist scans correspondence, submittals, meeting minutes, densities, ticket books, supplemental agreements, claims and other project related documents into Share Point site. Distributes electronic correspondence by email to Contract and Department personnel. Other duties include, checks final estimate assemblies, ticket books and pay record books for conformance with accepted standards and the Construction Manual as well checks certified payrolls against project diaries and wage interviews, notifies engineering staff of discrepancies, sets up project files, and records meeting minutes.

Serves as project traffic notice coordinator providing TIMS entry and public notice announcements. Reviews, schedules classes and assessments with Materials and Tests Unit. Orders equipment for project inspection, sampling and testing. Functions include a diversity of records, reports and filing activities, public contact, answering telephone, directing calls to appropriate staff. This position will serve as a backup receptionist for Division phones during lunch or when requested.

This position will process and approve time entry/payroll, process invoices, maintain purchase order contracts and accounts payable through SAP, create requisitions, travel expense vouchers, HiCams entries, TIMS entries, and Human Resources administration. This position is responsible for HR duties including knowledge of all policies and procedures, process all actions for the department’s hiring process, FMLA, retirements, and separations. This position assists District staff with investigation and preparation of road additions/abandonments, driveway permits, house moves, site plans and encroachment agreements.

Ensures training compliance for District office by maintaining records and certifications of unit personnel. Processes all certified payroll for contracts to include collecting, checking, scanning, and filing. Other office tasks will include typing correspondence, filing, and handling of incoming and outgoing mail. Must possess knowledge of general office procedures, operation of various office machines as well as general computer software applications such as MS Word, Excel, Access, Beacon, Neo Gov, Service Now, HiCams, SAP, and Docu Sign.

Ability to communicate effectively in written, electronic, and oral form, use correct grammar and spelling to compose, update and proofread correspondence when completing forms, letters and reports. Knowledge of current project workload assigned to the District Engineer’s office is required for daily activities. Ability to…