Administrative Officer I

Agency

Dept of Administration

Division

Administration

Job Classification Title

Administrative Officer I (S)

Position Number

Grade

NC11

About Us

The NC Department of Administration is the business manager for North Carolina state government. The department oversees Government Operations such as building construction purchasing and contracting for goods and services maintaining facilities managing state vehicles acquiring and disposing of real property and operating auxiliary services such as courier mail delivery and the sale of state and federal surplus property. Additionally the department manages many of the states advocacy programs that provide assistance and services to diverse segments of the states population that have been traditionally underserved.

Description of Work

This position is the primary individual responsible for managing a software-based system processing parking assignments and transactions focusing on efficiency safety revenue and customer satisfaction. The position reports to the Director of State Parking and will supervise front line support staff.

This position will be responsible for implementing policies and procedures ensuring all parking assignment data input into the permit management system is accurate and timely. Currently there are over 8000 assignments to manage all requiring permit credentials be issued for access. The position will query databases review data and various reports necessary to manage parking allocations assignments transfers terminations payments/refunds citations visitor passes and other records and data required to manage State Parking operations. The position will be required to participate in automation of processes and strategic planning for long range planning for programs to improve occupancy efficiency and revenue. The position will be required to generate complex reports charts graphs and import/export data files between the parking management database and other sources.

The position will work with various state agencies to include but not limited to DIT Fiscal Management OSC and OSBM Communications Facility Management to develop and address parking system issues and audit requirements.

This position will assist with other administrative duties as needed in the downtown governmental complex and/or the DHHS HQ Campus.

Knowledge Skills and Abilities/Management Preferences

1. 30% Parking Systems Management - The position will be responsible for ensuring all parking accounts are accurately maintained and managed in accordance with State Parking Division policies.

Responsibilities will include:
i. Ensure all tasks are performed in a timely manner including but not limited to the following:
Data input into the system for parking assignments/transfers/terminations is complete and accurate.
Initiate customer access to gated facilities. Maintain a process for tracking individuals access by location and type of access to ensure all accesses are authorized.
Monitor department parking allocations and assignments.
Monitor waitlists and process assignments from waitlist.
Input and process parking citation data.
Create and send emails and letters to customers via the parking management system.
Designs forms for customers to collect required information.
Review and identify errors with payroll deduction files.
Review and update parking system records and data as required ensuring accurate and current files.
Follow established procedures to ensure customer data is secure and accurate including HIPAA information.
ii. Ensure all parking is assigned in accordance with State Parking policy.
iii. Provide viable feedback and recommendations to improve parking processes.
iv. Supervises front line staff including hiring training performance review discipline and staff development.
v. Manages the parking permit system with 8000 permits.
Establish inventory management procedures for permits and cash equivalents.
Perform routine and random audits of permits and cash equivalents as required.

Manage the design and ordering of permits.

Ensures permits are active or inactive in AIMS and TIBA systems.
Oversees distribution of parking permits to customers.

2. 30% Data Analysis and Reporting - The position will gather and assemble data for reports and analysis maintain customer accounts and manage parking inventory.

Responsibilities will include:
i. Recommend methods to refine parking processes and provide increasing utilization of resources.
ii. Provide ongoing input on parking system modification to ensure effective distribution and utilization of parking.
iii. Monitor parking changes and recommend processes necessary to address changes.
iv. Provide weekly monthly and annual reports as directed.
v. Analyze and report on various data related to employee and visitor parking assignments and activities daily weekly or monthly as required to ensure maximum system efficiency identify trends changes or issues that should be addressed to avoid problems. Take corrective measures as directed.
vi. Other more specific duties include:
Routinely review parking system database to identify errors or anomalies and take corrective measures as needed.
Generate performance reports related to parking utilization for both employee and visitor parking lots.
Provide system data and reports to parking staff.
Generate various complex departmental parking activity reports for 30 departmental coordinators.
Generate invoices for billing for parking assignments and visitor passes.
Generate reports to aid in enforcement and Lot management.
Ensure accuracy between system space inventory and actual space inventory.
Maintain accurate report files on computer and hard copies following State retention policies.
Coordinate as appropriate with Divisions or vendors to address system issues reporting needs and improve system functionality.
Design and create custom reports using MS Sequel Database Language and AIMS report designer.
Create scripts and macros using MS Visual Basic and XML to organize and format reports and large data sets for analysis.

3. 25% Customer Service and Communications - The position will help to improve internal and external customer relations and improve service delivery and communications.

Responsibilities will include:
i. Maintain departmental contacts and suggest methods to improve departmental communications.
ii. Manages content for agency website and reports to Communications changes to be made as needed.
Ensures critical information is made available to customers and stakeholders.
iii. Design implement and monitor programs to solicit feedback for improving service delivery and suggest and/or implement methods to improve services based on feedback.
iv. Assist departments with orienting employees to parking and alternative transportation programs.
v. Provide regular ongoing verbal and/or written feedback to staff to ensure customer service expectations are understood and fulfilled and processes are meeting objectives.

Respond to customer service concerns in a timely manner.
vi. Continuously work with co-workers to ensure mutual success of goals.

vii. Will schedule annual parking coordinator meeting.

4. 10% Systems Development and Integration

Responsibilities will include:
i. Work with team to analyze and solve technical problems to ensure parking software interfaces with other software programs including Beacon NCID AIMS TIBA and other software.
ii. Seek strategic partnership opportunities with outside organizations to enhance service delivery and further division mission.
iii. Identify parking software system issues and takes necessary steps to address system issues or malfunctions including working with other agencies and software vendors.
iv. Assist with design and implementation of system rules in parking software and ensure they function as intended.
v. Ensure division is compliant with the Payment Card Industry (PCI) Standards according to NC OSCs Payment Card Industry (PCI) Security Compliance Program.
Reviews division compliance annually or on an as needed basis with partners in DIT DOA Fiscal OSC and any software vendors.
Ensures all required PCI documentation forms for the division are completed each year.
Works with staff from appropriate agencies to address any compliance gaps in either infrastructure security or business procedures.
Stays current on changes to the PCI standard that could have a significant impact on operations.

5. 5% State Parking Website

i. Responsible for organization and accuracy of information on the State Parking Website.
ii. Acts as the liaison between DOA Communications for all content on the website.

Other Position Characteristics:

1. Accuracy Required in Work: 100%

2. Consequence of Error:
Errors in employee parking assignments may result in inconvenience and towing.
Errors in data entry can result in problems with employee deductions and account balances.
Misinformation provided to customers can result in customers parking illegally and possible towing.

3. Instructions Provided to Employee:
Employee is trained to work in the AIMS system STARS NCFS E-Procurement and process credit cards. Employee will be provided with all applicable policies and procedures and rules and regulations of State Parking. Employee is expected to have excellent working knowledge in Microsoft Office and Adobe Acrobat Pro.

4. Guides Regulations Policies and References Used by Employee:

Operational Policies and Procedures of the State Parking Division

5. Supervision Received by Employee:
Employee will receive general directions for tasks and expectations from supervisor. Employee is expected to complete routine and special assignments accurately and timely with minimal oversight. Employee is expected to advise supervisor in advance of any issues that could impede workflow.

6. Variety and Purpose of Personal Contacts:
Employee will interact with and provide parking information to the general public agency parking coordinators and state employees.

7. Machines Tools Instruments Equipment and Materials Used:
Multifunction scanner/copier/printer
Multi-line telephone system
Personal Computer
Personal Computer with an attached cash drawer if working at the front desk.
Credit card terminal

8. Safety for Others:
Adhere to all DOA and Parking Division safety policies. Meet all OSHA requirements.

9. Dynamics of Work:

Employee must have the ability to learn new tasks and policies quickly and accurately.

Minimum Education and Experience

Some state job postings say you can qualify by an equivalent combination of education and experience. If that language appears below then you may qualify through EITHER years of education OR years of directly related experience OR a combination of both. See the Education and Experience Equivalency Guide for details.

Bachelors degree from an appropriately accredited institution and one year of experience in HR budgeting research or administrative management; or an equivalent combination of education and experience.

EEO Statement

The State of North Carolina is an Equal Employment Opportunity Employer and dedicated to providing employees with a work environment free from all forms of unlawful employment discrimination harassment or retaliation. The state provides reasonable accommodation to employees and applicants with disabilities; known limitations related to pregnancy childbirth or related medical conditions; and for religious beliefs observances and practices.

Recruiter:

Terrance Jamare Daniels

Recruiter Email: