Assistant Archivist Jobs in Raleigh, NC (NOW HIRING)

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GENERAL DESCRIPTION The Utilities Division Administration Office is a critical support hub, ensuring that daily operations across multiple functional areas run smoothly and efficiently. This position provides simultaneous, high-level administrative assistance to department managers in Administration, Compliance, Project Management, the Plant Superintendent, and the Deputy Director of E&ES/POTW Director. Strong multi-tasking, communication, and organizational skills are essential, as the role helps maintain operational continuity for both internal staff and external partners. The impact of this role directly contributes to the Division's efficiency, customer service quality, and regulatory readiness.

Key responsibilities include answering phones, monitoring the Division's main email inbox, responding to customer and vendor inquiries, coordinating vendor and visitor access, and supporting accounts payable and receivable functions. The position also maintains essential databases and spreadsheets, manages mail and filing systems, oversees Laserfiche archiving, and ensures accurate administrative recordkeeping. This role is also instrumental in the initial setup and data collection stages of the Division's forthcoming asset management system, supporting long-term planning and infrastructure management. Work is performed under the supervision of the Senior Administrative Officer and Contracts Specialist at the Utilities Division Administration Office, located at the County Triangle Wastewater Treatment Plant (TWWTP).

DUTIES AND RESPONSIBILITIES Assist with customer service tasks such as answering phone calls, intake of customer complaints and routing to supervisors, greeting visitors and granting facility access, includes responding to routine information requests and inquiries from utility services customers, engineers, developers, contractors, and industry contacts. Monitor Utilities main e-mail inbox; print invoices and account statements, respond to customer and vendor inquiries, route to applicable supervisors as needed. Assist with Accounts Payable functions; prepare and process outgoing weekly batch sheets, and monthly procurement card transactions, and submit new vendor documents for account setup. Assist with Accounts Receivable functions; report on daily electronic funds and checks received. Assist with Divisions contract file maintenance and tracking spreadsheet. Assist with monthly fuel card receipt audit and submission to County Fleet. Order and maintain office supplies as needed. Sort and log mail, scanning, copying, filing, and Laserfiche archiving. Prepare communications such as emails, letters, reports, and other correspondence. Prepare shipping and USPS certified mail labels and documentation as needed. Assist in collecting inventory and equipment data, implementation, and monitoring of programs for the department, including the asset management database. Assist with creation of processes and operating procedures. Maintain and monitor appearance of front office, conference room and stockroom. Review reports and other information about the operation of the Triangle Wastewater Treatment Plant (TWWTP) and associated Collection System. Complete research as needed for upgrades and repairs for equipment and new innovative technologies. Perform other duties as assigned in assistance to the Division.

KNOWLEDGE, SKILLS AND ABILITIES Knowledge of standard office practices, procedures, and equipment. Knowledge of office accounting and record keeping procedures, mathematics, and their application in the workplace. Knowledge of departmental programs and policies. General knowledge of organizational policies and procedures. Skilled in the use of Microsoft Outlook, Word, and Excel. Skilled in communicating clearly and effectively both orally and in writing. Ability to perform accurate data entry at a reasonable rate of speed. Ability to organize and maintain effective filing systems. Ability to achieve thoroughness and accuracy when completing tasks. Ability to work independently. Ability to multitask and work under high volumes of activity. Ability to take initiative and use creative and innovative thinking to find solutions to business problems. Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to prepare routine reports and correspondence with speed and accuracy. Ability to respond or route routine inquiries. Ability to record and compile information based on general guidelines.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS Requires high school graduation or GED equivalent supplemented by one year of office support, customer service, accounting, bookkeeping, or finance experience; or an equivalent combination of education and experience.

PREFERRED EXPERIENCE: Minimum one year experience in Public Works or Utility Administration/Support or minimum of two years' experience in Accounts Payable and Accounts Receivable functions utilizing financial software or ERP system.

SPECIAL REQUIREMENTS Must possess a valid North Carolina driver's license with a three-year acceptable driving record.

PHYSICAL DEMANDS Performs sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a regular and recurring basis or sustained keyboard operations.

AMERICANS WITH DISABILITIES ACT COMPLIANCE: Durham County is an Equal Opportunity Employer. ADA requires Durham County to provide reasonable accommodations to qualified persons with disabilities. Prospective and current employees are encouraged to discuss ADA accommodations with management.

BACKGROUND CHECK STATEMENT: This position may be subject to a background check, which could include, but is not limited to, criminal history (employment-related and/or SBI fingerprint-based), credit history, motor vehicle records, educational verification, and checks of the sexual offender registry, depending on the specific requirements of the role. A conviction record does not automatically disqualify an applicant from employment consideration, unless otherwise required by applicable state law.