Administrative Assistant (Part Time) at North… · Carlsbad

Summary: The North Carolina Department of Agriculture and Consumer Services is seeking a part-time Administrative Assistant to support Public Works Fleet Operations. This role involves client engagement, work order creation, and administrative tasks including invoice processing and communication between clients and staff.

Responsibilities:
- Serve as a first point of contact for clients, vendors, and fleet staff, providing clear and timely communication
- Create work orders based on client needs, service requests, or technician findings
- Relay updates between shop staff and clients to ensure expectations are clear and service timelines are understood
- Document customer concerns, service details, and repair requests accurately for technician review
- Answer phones, greet visitors, and direct inquiries professionally
- Provide logistical support to fleet administrators and shop personnel as needed
- Review invoices for accuracy, completeness, and alignment with work performed
- Post parts, labor, and service charges to work orders in the fleet management system
- Prepare invoice packets and supporting documents for payment processing
- Manage incoming mail, parts requests, service requests, and invoices requiring administrative review
- Maintain organized physical and digital filing systems
- Assist in processing invoices according to accounts payable/receivable guidelines
- Provide general administrative support to fleet administrators and shop personnel as needed

Required Qualifications:
- Knowledge of Microsoft Word, Excel, Outlook and Adobe Acrobat Pro
- Professional communication techniques, both oral and in writing
- Basic filing systems; physical and electronic
- Ability to understand the administrative support role as facilitating the work of paraprofessional/technical staff
- Ability to follow prescribed processes and procedures with minimal direction/supervision
- Ability to proofread accurately under tight timelines
- Ability to work successfully both independently and in a team environment
- Ability to demonstrate excellent customer service skills
- Ability to communicate professionally and effectively with staff at diverse levels of the organization as well as those outside the organization, orally and in writing
- Ability to use modern office equipment and software
- Experience: Any combination equivalent to experience that could likely provide the required knowledge and abilities would qualify
- Education: Must have high school diploma or G.E.D
- A valid driver's license is required

Preferred Qualifications:
- Experience with Microsoft Teams and/or Access
- Familiarity with contracts and agreements, particularly related to construction
- Invoice processing, knowledge of tax calculations and prior payables experience preferred

Required Skills: Microsoft Word, Microsoft Excel, Microsoft Outlook, Adobe Acrobat Pro, Microsoft Teams, Microsoft Access, Invoice processing, Tax calculations, Accounts payable, Accounts receivable, Work order systems, Filing systems

Benefits: APPLE Savings Plan, Employee Assistance Program: EAP, 40 hours of sick leave per fiscal year (July 1- June 30), Eligible to use after the first 90 days of work