Administrative Specialist

Are you a detail-oriented professional with a knack for keeping things organized and running smoothly? We're seeking an Administrative Specialist to join our team and provide top-notch administrative support.

In this role, you'll handle a variety of tasks to support one or more professional staff members or a specific department function. No two days are the same-your work may involve managing payroll processes, coordinating recruitment efforts, or delivering outstanding administrative support.

We are seeking an Administrative Specialist to provide comprehensive clerical, payroll, and recruitment support for our team. This role supports accurate payroll processing, coordinates hiring efforts, and supports daily departmental operations, including data management, correspondence, and customer service. The ideal candidate is organized, detail-oriented, and skilled in multitasking, with experience in payroll systems, recruitment processes, and administrative tasks.

The Solid Waste Services Department provides residential curbside collection of garbage, recycle, yard waste and a variety of specialized services. By supporting the Solid Waste Services Department, this position contributes to the department's mission of providing exceptional curbside collection services, reducing waste, increasing recycling, and promoting sustainability across Raleigh.

If you're a problem solver with strong organizational and communication skills, we'd love to hear from you The ideal candidate is proactive, detail-focused, and thrives in a dynamic environment. Experience with payroll, recruitment, program logistics, or customer support is a plus.

Recruitment Support

Support our hiring process by posting job vacancies in our applicant tracking system. You'll coordinate interview schedules, draft timelines, and support the development of interview questions to streamline the hiring process. Additionally, you'll contact candidates for scheduling and references and maintain hiring documentation to ensure compliance with departmental policies. Your organizational skills will ensure a smooth and professional recruitment experience for candidates and staff alike.

Payroll and Timekeeping Support

You'll play a critical role in supporting payroll efforts to ensure employees are paid accurately and on time. This may include supporting departmental payroll and timekeeping processes, entering missed punches or missing time when necessary, and auditing weekly timesheets for accuracy. Your attention to detail will help verify proper use of comments and ensure accurate pay records for all staff.

Administrative Support

As a key member of our team, you'll perform receptionist duties, including greeting visitors and answering calls, while managing data entry and maintaining accurate records in databases and tracking systems. You'll draft professional correspondence, prepare reports, and respond to information requests using tools like Microsoft Office Suite. Your role also involves supporting departmental operations by filing, organizing paperwork, and tracking essential documentation to keep everything running efficiently.

General Administrative Duties

You'll also contribute to broader administrative tasks, such as compiling data for reports, creating and editing complex documents, and developing streamlined office procedures. You'll manage files, records, and inventories, ensuring everything is well-organized. Additionally, you'll prepare professional presentations with maps, graphs, and charts; coordinate mail and correspondence; and oversee the preparation of impactful public information and outreach materials.Education and Experience

High School Diploma or GED and four years of related clerical and/or office support experience.

OR

An equivalent combination of education and experience sufficient to successfully perform the essential duties of the job such as those listed above, unless otherwise subject to any other requirements set forth in law or regulation.Knowledge of:

* Payroll and Timekeeping: Federal, state, and local laws and regulations related to payroll processing and timekeeping; occupational hazards and safety principles when managing sensitive payroll data.
* Recruitment: Modern office technology and applicable systems for posting job vacancies and managing applicant tracking; customer service principles for interacting with candidates and staff professionally.
* Administrative Support: Filing and record-keeping principles for maintaining accurate employee records, timesheets, and hiring documentation; uses and properties of office equipment to support daily operations.
* General Departmental Operations: Applicable laws, codes, and regulations to ensure compliance in hiring, payroll, and operational practices; standard practices and methods for organizing departmental workflows and correspondence.

Skill in:

* Payroll and Timekeeping: Auditing weekly timesheets for accuracy, compiling and analyzing payroll data, and handling discrepancies with attention to detail and confidentiality.
* Recruitment Support: Coordinating interview schedules, developing timelines, and maintaining hiring documentation; crafting professional correspondence and maintaining positive interactions with candidates.
* Administrative Support: Creating original reports, presentations, and correspondence; organizing records, maintaining databases, and using tools like Microsoft Office Suite to streamline operations.
* Customer Service and Communication: Providing excellent service to staff and the public by addressing inquiries effectively; using strong interpersonal skills to communicate payroll, hiring, or departmental information clearly.
* General Operations: Scheduling and coordinating meetings, proofreading and preparing public outreach materials, and maintaining accurate documentation to ensure smooth and compliant operations.

This specialized knowledge and skill set directly supports the Solid Waste Services Department's mission of delivering reliable, sustainable services while ensuring efficient and accurate administrative operations.

ADA and Other Requirements

Positions in this class typically require: reaching, standing, walking, pushing, pulling, lifting, fingering, grasping, talking, hearing, seeing and repetitive motions.

Light Work: Exerting up to 20 pounds of force occasionally, and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for Sedentary Work, and the worker sits most of the time, the job is rated for Light work.

Working Conditions:

Work is routinely performed in an indoor, office environment.

Note:

This job classification description is intended to be generic in nature. It is not necessarily an exhaustive list of all duties and responsibilities. The essential duties, functions and responsibilities and Fair Labor Standards Act (FLSA) designation may vary based on the specific tasks assigned to the position.