What are the responsibilities and job description for the Admin. Support Specialist position at North Carolina A&T State University?
Classification Information
Position/Classification Title
Administrative Support Spec
Classification Type
SHRA
Position required to work during periods of adverse weather or other emergencies:
N - Not Mandatory
Minimum Experience/Education
High School Diploma or equivalency and one year of related office experience; or equivalent combination of training and experience.
Preferred Years Experience, Skills, Training, Education
Prior administrative and/or clerical experience.
Required License or Certification
Position Overview
Primary Purpose of Position
The Administrative Support Associate provides secretarial/clerical support for the Materials & Property Management Office. This position consists of typing a variety of reports, filing, purchase requests, answering phone, analyzing & correcting fixed asset data and reports, and reviewing materials request forms as well as provide clerical support for Central Receiving/Warehouse.
Primary Function of Organizational Unit
The purpose of the Materials & Property Management Department is to support the University’s mission and goals by managing efficient and effective procurement of quality products to serve the needs of faculty and staff in support of the academic and research vision. This unit manages Motor Fleet coordination and provides an accurate and up-to-date inventory of land, buildings, materials, and equipment that are valued in excess of $190,000,000 for the University as well as maintain, inspect, and repair (major and minor) all gas and diesel powered University vehicles and equipment.
Work Hours
Monday-Friday, 8:00 a.m. to 5:00 p.m.
Is this position eligible for a remote or hybrid work arrangement, consistent with university and state policies.
On-site (Employees are primarily in the office and/or have a critical job requirement that requires dedicated office space on-site)
Key Responsibilities and Related Competencies
Required Competency
Professional Knowledge
Duties
Works directly with the Director of Property & Management for Facilities.
Responds to requests for surplus property, inventory, fixed assets and procedural information. Contacts department heads and/or departmental inventory representatives to provide or obtain information. Schedules and coordinates the annual physical inventory of equipment and warehouse materials.
Run Daily, Weekly and monthly reports with assets and inventory
Revise and manage clean report and print control sheets “assets” for tagging
Research Purchase Orders and information on control sheets for tagging
Communicate and meet with outside departments for key asset information.
Input Assets in FMIS after tagging process complete
Assist with the tagging of University assets and equipment
Create and help with departmental inventory, Print Deliver and Update inventory
Assist with off-site inventory Farm House.
Complete internal Property Management inventory
Remove and Transfer assets in departmental system
Assist with Bid Sale
Key Contact person with State Surplus
Key Contact for removal of metal and waste materials
Complete Purchase Orders when required
Assist with close-out
- Exercises delegated authority to regarding a variety of administrative and programmatic matters.
- Interacts extensively with administrative team (directors of Design and Construction, Facilities Operations, Environmental Health & Safety, Financial Affairs, Human Resources Liaison, and Materials & Property Management) support staff, and all levels of University administration (Chancellor and his cabinet, deans, directors, faculty and staff) relaying information, scheduling meetings, planning events, and ensuring the department provides proper support to its constituents.
- Listens and communicates ideas, messages and plans with authority and able to work with different personalities. Responds to questions/issues that deviate from standard operating procedures by determining and consulting appropriate resources such as policies, manuals or with the Materials & Property Management Director.
Responds to requests for surplus property, inventory, fixed assets and procedural information. Contacts department heads and/or departmental inventory representatives to provide or obtain information. Schedules and coordinates the annual physical inventory of equipment and warehouse materials.
Run Daily, Weekly and monthly reports with assets and inventory
Revise and manage clean report and print control sheets “assets” for tagging
Research Purchase Orders and information on control sheets for tagging
Communicate and meet with outside departments for key asset information.
Input Assets in FMIS after tagging process complete
Assist with the tagging of University assets and equipment
Create and help with departmental inventory, Print Deliver and Update inventory
Assist with off-site inventory Farm House.
Complete internal Property Management inventory
Remove and Transfer assets in departmental system
Assist with Bid Sale
Key Contact person with State Surplus
Key Contact for removal of metal and waste materials
Complete Purchase Orders when required
Assist with close-out
Required Competency
Information/Records Administration
Duties
Reproduces system reports related to Fixed Assets, Surplus Property, Central Receiving/Warehouse.
Research invoices related to materials invoice information.
Research invoices related to materials invoice information.
Required Competency
Office Technology
Duties
Utilize technical resources (i.e. computer) to perform various research methods. Makes use of the copier and printer on a daily bases as it relates to materials & property management forms and inventory. Prints various reports through e-print.
Required Competency
Written Communication
Duties
Completes departmental forms, letters, memos, and reports with accuracy. Verify departmental documents by proofreading and rechecking. Composes correspondence involving inventory, surplus property or operational procedures independently from general instructions or brief summaries. Verifies multiple inventory forms via Banner Fixed Assets and researches purchase orders, invoices and tagging information for equipment verification.
Required Competency
Program Knowledge
Duties
Possess understanding of written policies an/or procedures as it relates to inventory, surplus property, fixed assets, materials (purchase and cross reference) and to apply this knowledge in problem solving and responding to most questions and inquiries.
Uses information and resources to interact with
other departments.
Uses information and resources to interact with
other departments.
Position Information
Working Title
Admin. Support Specialist
Competency Level
Advanced
Position Number
004068
Recruitment Range
$43,206 - $47,000
FLSA
Non-Exempt
Appointment Type
Permanent - Full-time
FTE
40 hours/week, 12 months
If Time Limited, Appointment Length
Organizational Division
Asst VC Bus & Fin/Facilities
Organizational Location
VC for Business & Finance
Organizational Unit
Materials and Property Management
Posting Detail Information
Posting Number
SHRA2841
Open Date
02/14/2025
Close Date
03/02/2025
Special Instructions to Applicant
You must complete and submit an electronic application for employment to be considered. Resumes will not be accepted in lieu of completing an electronic application. Applicants seeking Veteran’s Preference must attach a DD 214 form. Certificate of Release or Discharge from Active Duty with your application during the process of applying to the job posting. Final candidates are subject to criminal and sex offender background checks. North Carolina A&T State University participates in E-Verify. Federal law requires all employers to verify the identity and employment eligibility of all persons hired to work in the United States. North Carolina A&T State University is an Equal Opportunity and Affirmative Action Employer. No one who applies or seeks employment will be denied admission to or employment at North Carolina A&T State University on the basis of race, religion, color, national origin, sex, age, disabling condition, veteran status, political affiliation, genetic information or sexual orientation and sexual identity.
Employee Benefits available to NC A & T permanent employees include the following and more:
Employee Benefits available to NC A & T permanent employees include the following and more:
- Accrued Vacation and Sick Leave for Eligible Employees
- Community Service Leave
- Blue Cross Blue Shield of NC – Health Benefits
- NCFlex – Vision, Dental, Flexible Spending Account, Life Insurance and more
- 12 Paid Holidays
- Teachers and State Employees Retirement System (TSERS)
- Optional Supplemental Plans – 401k, 403b, 457b and 457
- Employee Assistance Program (EAP)
- Campus Recreation Center Discount
- University Bookstore Discount
This position may be eligible for a remote or hybrid work arrangement, consistent with university and state policies. N.C. A&T employees are generally required to reside in North Carolina, within a 2-hour commuting distance of their assigned duty station.
Quick Link
https://jobs.ncat.edu/postings/36125
Salary : $43,206 - $47,000
