Depending upon the desired qualifications of the successful candidate, the hiring manager may elect to fill this position at a higher level within the job hierarchy.
The Senior Administrative Specialist position is responsible for coordinating the daily work for the Carolina West Garages regarding the internal and external business of “Fleet Services.” Work to include budget, accruals, verification and approval of misc. invoices, expense accounts, time entry, time approval, establishing/ monitoring projects, presentation preparation and research. This position will also support special projects/ assignments associated with Fleet’s Carolina West Region. The Senior Administrative Specialist will interface with the Director- Regional Operations, members of the Fleet Assets Team, Garage Supervisors and Vehicle Maintenance Technicians.
As a member of Fleet’s Parts/ Contracts and Administration Team, the Senior Administrative Specialist will work closely with the Material Specialists throughout the Carolina West Region and the Senior Administrative Specialists in the procurement/ management of vehicle parts, storeroom inventory, licensing/ registration, fuel, fuel cards and issue resolution. This position will also work with Fleet’s vehicle management system and our various vendor’s online web sites as we add/delete approved suppliers and programs. As a result, it will be important to multi-task, make decisions and prioritize in an environment with constantly changing conditions, such as time pressures and varying levels of urgency from the multiple team members with little direct supervision.
The position requires knowledge in budget preparation; explaining policies and procedures to other parties based on knowledge of Company guidelines; analyzing, writing, and summarizing data from multiple sources; providing end-user computer assistance and inter-personal skills necessary to work with, and manage, relationships with multiple external vendors who supply parts and services to Duke’s Fleet Services.
2-year degree and 4 years of directly related experience or equivalent combination of education and/or previous experience with the ability to perform fully seasoned administrative duties of a highly responsible and confidential nature.
Demonstrated skill to work successfully in a stressful environment, establishing and managing priorities, meeting deadlines, working and completing assignments with minimum supervision and with a sense of urgency.
Extensive software skills are required, as well as Internet research abilities and strong communication skills including demonstrated proficiency in Microsoft Office products, e.g. Work, Excel, and PowerPoint
Demonstrated experience performing general office tasks including but not limited to typing, copying, mailing, faxing, scanning, and operating multiple phone lines, filing, general correspondence, meeting coordination and spreadsheet development/upkeep.
Demonstrated experience using various computer software packages to produce a variety of presentations and preparation of reporting requiring a variety of presentations and preparation of reports requiring some analysis.
Demonstrated experience providing support by recording minutes of meetings, transcribing reports and/or letters, maintaining proper flow of correspondence.
Demonstrated experience performing complex mailing procedures and supports significant projects.
Demonstrated success in supporting/ managing a vehicle services operation.
Experience with licensing and registration of commercial vehicles.
Experience with fleet parts and/or fleet parts inventory processes and systems.
Actively participate in safety council and attend monthly meetings.
Regularly enter information into corporate computer systems. Key data information, monitor activities and generate informational reports. May be asked to compose letters or form correspondence, to prepare reports and documents, to compile information and format into report form.
Ensure the maintenance of records, reports and files according to company guidelines
Maintain sensitive or confidential personnel information.
Act as a backup labor entry coordinator as assigned.
Ability to anticipate, respond and follow up effectively to customers’ requests, which may include inquiries received in person, via telephone and/or in writing.
Will remain current in knowledge of staff activities, scheduling procedures and routine office practices.
Responsible for reviewing invoices and credit cards statements for accuracy, ensuring travel expense invoices are coded correctly for payment.
Ability to effectively interface with all levels of management, employees and external customers.
Must have strong organizational skills and the demonstrated ability to coordinate and schedule several projects and manage multiple tasks simultaneously.
Ability to work independently with limited supervision.