Overview
Administrative Specialist II Jobs in Jonestown, Forsyth, NC at State of North Carolina
The Administrative Assistant (AA) plays a vital role in providing essential support to the Office Manager/Operations Administrator and project teams. The ideal candidate will excel at multitasking, be highly detail-oriented, and manage multiple projects while delivering high-quality work. The AA will represent the company professionally in all interactions with employees, clients, and visitors in a friendly and confident demeanor. Proficiency in Excel, Outlook, and Word is essential, along with strong verbal and written communication skills, a customer service mindset, and excellent organizational abilities. The ability to think quickly and address issues as they arise is essential, along with the capacity to collaborate effectively within a team and across departments.
The Administrative Assistant will report directly to the Office Manager/Operations Administrator (OM/OA).
The weekly work schedule will be from 7:45 am – 5:00 pm, Monday – Friday with a 15-minute morning break and a 15-minute afternoon break. The Administrative Assistant – Operations must provide advanced notice for any unforeseen absences or late arrivals no later than 6:00 am on the day of, if possible.
Required Education/Experience:
Must have a minimum of two (2) years of customer service/administrative support experience (experience can include office support or retail).
Required Skills:
Proficient in Microsoft Outlook, Excel, Word, and PowerPoint. Must be proficient in internet research and in the use of office equipment such as copiers, fax machines, and postage machines.
Preferred Education/Experience:
Associate’s or Bachelor’s degree
Three (3) years of administrative experience
Preferred Skills:
Strong verbal/written communication skills
Ability to multi-task and handle multiple projects at one time
Customer service aptitude
Strong organizational skills
Flexibility and dependability; team player
Meetings/Events
Conference Room Scheduling: Reserve conference rooms for meetings and events.
Event Support: Assist in hosting company-sponsored events.
Meeting Coordination: Schedule and organize meetings and appointments.
Refreshment Setup: Order and set up refreshments in conference rooms for Operations meetings.
Lunch Coordination: Pick up lunch as needed.
Building Support
Daily Upkeep: Maintain the cleanliness and organization of the kitchen and conference rooms, including weekly restocking of supplies and beverages.
Coffee Preparation: Assist in making coffee throughout the day in all kitchens.
Security: Support the Office Manager/Operations Administrator (OM/OA) and Facilities Security Officer (FSO) to ensure the safety and well-being of employees and visitors by promptly reporting suspicious activity and adhering to established security procedures.
Office Organization: Support the OM/OA in maintaining an organized and efficient office environment by restocking supplies and checking equipment.
Front Desk Backup/General Support to Visitors & Staff
Front Desk Backup: Serve as backup for the front desk during the Front Desk Assistant’s breaks and for scheduled or unscheduled absences.
Phone Management: Answer and direct phone calls as needed.
Mail Processing: Manage incoming and outgoing mail, including US Mail, FedEx, UPS, SPEEEDY, and hand deliveries.
Credit Card Support: Assist the Office Manager/Operations Administrator (OM/OA) in collecting credit card receipts and reconciling monthly purchases.
Project Ordering Support: Help the OM/OA with ordering supplies for projects and reconciling all related receipts.
Operations Support
Administrative Assistance: Provide administrative support to upper management, contract executives, project executives, project managers, and other staff as needed.
Data Management: Input and manage data across various systems, ensuring accuracy and confidentiality.
Log and Report Preparation: Assist in preparing logs and reports.
Reprographic Services: Procure reprographic services for drawings, specifications, and other project documents as requested.
Documentation Filing: File project documentation during the project startup, construction, and closeout phases.
Document Management Support: Assist project managers in ensuring proper document management and timely communication with subcontractors, project staff, and other support departments.
Purchase Order Preparation: Prepare purchase orders with supporting documentation for supervisor review and approval.
Expense Reports: Submit and reconcile expense reports.
Contact List Maintenance: Maintain project contact lists.
Audit Support: Perform audits under the direction of the OM/OA and project manager.
General Administrative Support
Filing System Maintenance: Organize and maintain a filing system to ensure that information is filed accurately and promptly.
Supply Procurement: Order office and field supplies, ensuring that essential items are always in stock.
Travel Arrangements: Arrange travel bookings as needed.
Correspondence Management: Sort and distribute letters, agendas, memos, faxes, and forms.
Scanning and Printing Support: Assist with a high volume of scanning and printing tasks.
Daily Report and Certified Payroll Support: Help the Daily Report and Certified Payroll teams with auditing, logging, and addressing communication issues as they arise.
Bid Day Procedures: Follow the procedures and specific instructions
Other
Attend assigned in-house and external training programs
All other duties as assigned
Other duties as assigned.
Our benefits package is designed to support employee well-being and financial security, including employer-sponsored health and life insurance, paid time off for sick leave, maternity/paternity leave, jury duty, and vacation, and retirement options like 401(k) plans. Other compensation opportunities may include incentive bonuses, paid holidays, company training, and tuition assistance. Comprehensive benefits will be discussed during the recruitment process; base salaries will be determined by skills, position, education, experience, market consideration, and geographic location. The hourly range for this role will be $22 – $29/hr.
Grunley is an Equal Employment/Affirmative Action employer. We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, age, race, color, religious creed, national origin, physical or mental disability, protected Veteran status, or any other characteristic protected by federal, state, or local law.
If you need a reasonable accommodation for any part of the employment process, please contact us by email at [email protected] or by phone at 240-399-6162 and let us know the nature of your request and your contact information. Requests for accommodation will be considered on a case-by-case basis. Please note that only inquiries concerning a request for reasonable accommodation will be responded to from this e-mail address.
For more information, view the EEO – Know Your Rights and Pay Transparency Statement.
Title: Administrative Specialist II
Company: State of North Carolina
Location: Jonestown, Forsyth, NC
