Administrative Specialist (Recruiting)

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 sameyour work may involve managing payroll processes, coordinating recruitment efforts, or delivering outstanding administrative support.

About You : 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.

About Us : The Solid Waste Services Department provides residential curbside collection of garbage, recycling, 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.

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

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 and easily accessible. Additionally, you'll prepare professional presentations with maps, graphs, and charts, and coordinate mail and correspondence.

Education and Experience : High School diploma or G.E.D. equivalency; 1 to 3 years' experience in administrative support, office support, customer service, or related field OR Any equivalent combination of training and / or experience that provides the required knowledge, skills and abilities may be substituted Preferred Qualifications : Four (4) years of recruiting support experience.

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 : Physical Effort : Sedentary : Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and / or constantly having to lift, carry, push, pull, or otherwise move objects, including the human body. Work Environment : Work is typically performed in an office or similar indoor environment. Work Exposures : Work in this position does not require frequent environmental exposures. Employees may occasionally be exposed to individuals who are hostile or irate.

City of Raleigh is an Equal Employment Opportunity (EEO) employer. Accommodations for individuals with disabilities are provided upon request.