Administrative Services Specialist

About COA:

College of The Albemarle, located in Elizabeth City, North Carolina, is the state's first community college, founded in 1961. We strive to transform lives by inspiring and empowering individuals and communities of our seven-county service area. Through our four locations, we provide quality college transfer and career and technical education to residents in northeast North Carolina.

Description

The role of the Administrative Services Specialist is to perform a wide range of duties in support of the college's administrative services functions. This includes overseeing the shipping and receiving of materials, supplies, and equipment, ensuring all items are accurately processed, stored, and issued as needed. The position is also responsible for maintaining the central supply system, assisting with inventory management, and ensuring that stock levels are adequate for the college's needs. Additionally, the Administrative Services Specialist handles all aspects of mail processing, including the distribution of incoming mail to the appropriate individuals and departments, as well as preparing outgoing mail and packages for shipment. This role plays a key part in ensuring smooth operations within the College by managing supplies, shipments, and mail efficiently and effectively.

The Administrative Services Specialist receives supervision from the Administrative Services Manager.

Examples of Duties

Shipping and Receiving:

• Receive, inspect, and verify the delivery of materials, supplies, and equipment.
• Coordinate the storage of received items in the central supply area, ensuring proper organization and inventory.
• Ensure items are logged and documented in Datatel.

• Assist in tracking inventory levels and perform regular stock checks.
• Requisition and order supplies as needed, ensuring items are stocked at appropriate levels.
• Report any low or out-of-stock items and assist in the procurement process.
• Help maintain updated pricing and supplier information for central supply items.

• Sort and distribute incoming mail to individual departments or staff members.
• Prepare outgoing mail and packages, ensuring proper packaging, labeling, and postage.
• Coordinate the shipment of supplies, books, and other materials to different college locations or external parties.
• Ensure timely and accurate processing of special mail requests (e.g., bulk mail, packages).
• Perform necessary errands such as picking up mail from the post office or other locations.

• Serve as backup to the Administrative Assistant, Operations as needed. Tasks to include assisting with reserving vehicles and checking out vehicles to employees.

• Provide general administrative support to the Administrative Services Manager and other staff members as needed.
• Transport and deliver daily bank deposits, ensuring accurate handling.
• Assist with data entry and document management for inventory, requisitions, and other records.
• Other duties as assigned.

• Provide functional and technical guidance to lower-level staff involved in supply, mail, or courier duties.
• Help train new staff or provide ongoing support for less experienced team members.

Typical Qualifications

Required:

• High school diploma or equivalent.
• One year of responsible clerical or administrative experience.
Possession of or ability to obtain, a valid driver's license.

Knowledge, Skills & Abilities

Knowledge of:

• Inventory procedures and forms.
• Law and standard operating procedures regarding the processing of U.S. mail and interdepartmental mail.
• Basic record keeping principles and procedures.
• Modern office procedures, methods and computer equipment and software.
• Basic mathematical procedures.
• Safe work practices.

• Organize, stock and issue supplies and equipment.
• Maintain accurate records.
• Operate various types of office equipment to include a computer and postage machine.
• Perform simple math computations.
• Understand and follow oral and written instructions.
• Communicate clearly and concisely.
• Establish and maintain effective working relationships with those contacted in the course of work.
• Maintain mental capacity that allows for making sound decisions.
• Maintain physical condition appropriate to the performance of assigned duties and responsibilities that may include the following:
  • Walking, standing or sitting for extended periods of time;
  • Lifting, stooping, climbing, bending and carrying materials;
  • Operating assigned equipment.
• Maintain effective audio-visual discrimination and perception needed for:
  • Making observations
  • Communicating with others;
  • Reading and writing;
  • Examining incoming materials and supplies and outgoing packages;
  • Operating assigned equipment.

• Indoor and stockroom environments;
• Drive a vehicle

• May require maintaining physical condition necessary for lifting up to 50lbs.; sitting, standing or walking for prolonged periods.

College of The Albemarle is an Equal Opportunity Employer and seeks candidates who reflect the diversity of our region. In striving to create and sustain a welcoming learning community for all members, employment decisions shall be made without regard to race, national origin, color, religion, sex, disability, age or political affiliation.

Employment with College of The Albemarle is contingent upon the satisfactory results of background and reference checks.

College of The Albemarle does not provide work visa sponsorships. To be considered for employment, applicants must be permitted to legally work in the United States without employer sponsorship.