Administrative Assistant / Entry Level

The Administrative Assistant is directly responsible in providing administrative support for the overall operation. Duties include email correspondence, filing, answering telephones, typing memorandums and generic business letters and related correspondence, various forms and reports, charts, and special projects. Through administrative and clerical support, this position performs tasks that uphold the agency as dictated by its mission statement.

Job responsibilities include, but are not limited to, the following:
Administrative Duties:

• Providing administrative, informational and reference support for Districts, Garage and Radio Repair Sections.
• Handling large volumes of electronic email correspondence through Microsoft Outlook to be shared with the appropriate groups and individuals.
• Maintaining multi-line phone system for large volume of calls, directing calls to the appropriate personnel and departments.
• Performing traditional office support functions, i.e., mail handling, copier, faxing, scanning, collation of documents.
• Maintaining employee roster and personal history data for members directly affected in Troop/Section.
• Maintaining equipment/medical information directly affected in Troop/section.
• Coordinating and arranging with Districts and movers on permitted moves provided by NCDOT Permitting Office.
• Ordering, compiling and distributing office supplies, equipment and other materials to District and Troop personnel for operational use.
• Recording, maintaining and verifying timekeeping balances, i.e., shift premium compensation, sick and vacation leave balances.
• Aiding in the interpretation and completion of forms and reports.

Reports/Scheduling:

• Compiling, posting and recording annual OSHA Forms appropriately and ensuring submission to the Benefits and Safety Office.
• Compiling and maintaining CCPS-64 Building Inspection Report.
• Compiling, ordering and maintaining verification of Annual Service Awards.
• Maintaining, sending and retrieving CAD messages as they occur.
• Print que reports processed daily/monthly/quarterly regarding enforcement activity.
• Forwarding complaints and commendations to the appropriate personnel.
• Managing updates for NCSHP policy and procedures manuals and form templates.
• Capturing, compiling, creating and providing Field Operations, Troop Headquarters with requested statistical data periodically collected for Special Projects, Surveys and Special Emphasis Enforcement Programs.
• Maintain Form 19 on all members as injuries occur.

Customer Service/Public Contact:
This position serves as a public contact in the following capacities:

• Interacting with the Department of Transportation personnel for roadway conditions, weather conditions, traffic control situations, traffic signage/lights and planning for special events.
• Interacting with the Department of Motor Vehicles for drivers license, registration, and insurance information.
• Interacting with public officials for the purposes of legislative action matters; coordination of special law enforcement events,
• Interacting with potential applicants seeking employment with the North Carolina State Highway Patrol.
• Interacting with the media and citizens concerning accident reports, weather conditions, commendations, directions, stored or seized vehicles, motor vehicle laws, and complaints.