Administrative Specialist

Work, Serve, Thrive. With the City of Durham Advance in your career while making a real difference in the community you serve. Hiring Range: $52,903 – $64,319 Work Day/Hours: Monday-Friday 9am-5pm. Full-Time, 40 hours per week. In 2022, the Durham Community Safety Department (DCSD) launched four 911 crisis response programs known as HEART. In 2025, DCSD added a new division focused on Stabilization Services. This expansion represents an exciting new phase in DCSD’s development and an opportunity to pair alternative response programs with stabilization services to better support neighbors. ABOUT THE ROLE The Durham Community Safety Department (DCSD) is seeking a highly organized, detail-oriented, and proactive Administrative Specialist to serve as a central administrative and operational support professional for the department. This position will function as a key office coordinator supporting daily administrative operations, timekeeping and payroll processes, office management functions, and general departmental administration. The ideal candidate will help ensure the department’s administrative operations run efficiently by maintaining organized office systems, supporting staff and leadership, coordinating workflow, managing supplies and shared spaces, assisting with personnel and payroll processes, preparing professional correspondence and memoranda, and providing high-quality customer service and administrative support in a fast-paced environment. This role requires strong communication skills, discretion, adaptability, attention to detail, and the ability to manage multiple priorities while supporting a growing and evolving department. RESPONSIBILITIES Serve as the department’s primary timekeeping support, including reviewing timesheets, coordinating with supervisors and employees regarding leave and payroll matters, assisting with payroll processing activities, and ensuring timely and accurate submissions. Coordinate and oversee office management functions such as maintaining office and program supplies, monitoring shared/common spaces, coordinating facility-related administrative needs, and supporting overall office organization and functionality. Prepare, edit, proofread, and route memoranda, correspondence, reports, presentations, forms, and other administrative documents. Provide administrative support related to procurement, onboarding, scheduling, records management, training coordination, and other operational functions. Coordinate meetings, calendars, conference rooms, trainings, and departmental events, including logistical support and communication with internal and external stakeholders. Assist with administrative tracking, reporting, data entry, file maintenance, and maintenance of departmental records and documentation. Respond to inquiries from staff and the public and provide professional customer service and follow-up. Support special projects, operational initiatives, and other administrative functions as assigned. QUALIFICATIONS Associate’s degree in business or related field Two years of advanced administrative support experience. Experience supporting payroll, timekeeping, office management, or operational administrative functions. Strong organizational skills with the ability to manage multiple priorities and maintain attention to detail. Strong written and verbal communication skills, including professional correspondence and memo writing. Proficiency with Microsoft Office Suite and business systems/software applications. Ability to maintain confidentiality and exercise sound judgment in handling sensitive information. Ability to work independently and collaboratively in a fast-paced environment. Experience with UKG, Oracle, or other payroll/timekeeping systems. Experience supporting public sector, public safety, healthcare, or human services operations. Experience with procurement, purchasing, or administrative financial processes. Experience coordinating office operations or serving in an office manager capacity. #J-18808-Ljbffr