Administrative Specialist II

Agency

Dept of Administration

Division

Motor Fleet Management

Job Classification Title

Administrative Specialist II (S)

Position Number

60014291

Grade

NC09

About Us

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.

Description of Work

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, GeoTab, 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

Knowledge Skills and Abilities/Management Preferences

This posting will close at 11:59pm the night before the end date.

MAX SALARY FOR THIS POSITION: $65,000

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

NOTE: "See Resume" is not acceptable to show work history

• Ability and knowledge of office and work unit procedures, self-motivated, able to work with large numbers (VIN, credit cards account numbers, vehicle numbers), performs the required duties professionally and with minimal supervision and direction. 

• Excellent and well-developed organization and communication skills, typing and data entry, excellent writing and verbal skills.   

• Extensive experience using Windows, Microsoft Office (Excel, Access, Word), Adobe Reader 9. 

• Previous administrative work experience that includes answering phones, typing and proofreading documents, processing mail, completing purchase orders, and compiling and tracking information.   

• Previous work experience involving maintaining office files and records.

MANAGEMENT PREFERENCES:

• Previous fleet management experience

• Attention to detail.

• Strong organizational skills

• Experience with fleet management systems such as Holman Insights, Holman Garage insights, Motor Fleet, WEX, GeoTab, DMV STARS, DocuSign, State Surplus software, Microsoft teams, and Excel spreadsheets.  

Minimum Education and Experience

Some state job postings say you can qualify by an “equivalent combination of education and experience.” If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See the Education and Experience Equivalency Guide for details.

High school diploma or General Educational Development (GED) diploma and four years of related administrative experience; or equivalent combination of education and experience.

EEO Statement

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

Recruiter:

Lauren Michelle Scott

Recruiter Email:

[email protected]