Administrative Specialist II

Administrative Specialist II – Conservation Corps North Carolina

Starting Salary Range: $22.40-$23.08 per hour DOE

Location: Raleigh/Durham, North Carolina

Status: Full-Time, Non-Exempt (32-40 hours per week, flexible schedule and partial remote eligible)

Benefit Eligible: Health, Vision, Dental, Short/Long-Term Disability, Basic Life Retirement, Paid Time Off per Personnel Policies, Supplemental benefits including critical care, pet insurance, supplemental life, and others.
Reports to: Conservation Corps North Carolina Executive Director

Preferred start date: On or before March 17th, 2025 (flexible)

Organizational Summary:

Conservation Legacy is a nationwide non-profit. The Corps programs within the organization engage participants in diverse conservation and community projects that serve public and private lands. These projects provide opportunities for personal and professional development and strive toward a high priority of needs for public land managers and community partners. Through the mission of engaging future leaders who protect, restore and enhance our nation’s lands through community-based service; Conservation Legacy works toward a world with healthy lands, air and water; thriving people and resilient communities.

Program Summary:

Conservation Corps North Carolina (CCNC) is a program of Conservation Legacy. The mission of CCNC is to empower young adults through meaningful outdoor work that benefits North Carolina’s land and water and creates healthy communities. CCNC partners with public land managers in North Carolina to engage motivated youth and young adults to complete challenging and impactful conservation service projects throughout the region. Projects may include trail construction & maintenance, habitat improvement, hazard fuel reduction, and ecological restoration. Crews and Individual Placement interns may also complete technical and/or specialized projects depending on project partner needs. CCNC operates programs statewide and year-round and has offices in both Raleigh and Durham.

Position Summary: Provides administrative management for the daily operations of CCNC and general administrative assistance to Conservation Legacy.

Outcomes & Functions of Position:

Accounting

• Provide support for the development of effective and efficient administrative systems that interface with Business and Finance Team needs.
• Represent CCNC’s operational needs when developing administrative systems for accounting and Payroll.
• Support CCNC’s credit card systems including requesting new cards, ensuring card holders receive Conservation Legacy training, and supporting the reconciliation and approval of credit card transactions for staff and crew leaders.

Payroll Administration

• Enters all new seasonal hires into payroll
  • Verifying I9-eVerify is
  • Ensure entry of W-4
  • Ensure entry of direct deposit
  • Ensure proper set up of time off accrual (sick leave, PTO, ).
  • Ensure entry of state tax
• Administer timekeeping and reporting through the seasonal employee attendance system.
• Adhering to payroll schedule deadlines and payroll processing dates.
• Pre-Processing, exporting, and validating multi-batch payroll files to ensure timely and accurate processing of payroll transactions including salaries, benefits, garnishments, taxes, and other deductions and earnings.
• Investigating and resolving payroll discrepancies.
• Ensuring accurate and timely processing of payroll updates including new hires, terminations, and changes to pay rates.
• Ensuring compliance with federal, state, and local payroll, wage, and hour laws and best practices.
• Communicating with team members as needed to educate and answer questions pertaining to payroll matters.
• Working on projects requested from Payroll Leadership.

Human Resources and AmeriCorps Administration

• Lead the timely onboarding of all seasonal participants and AmeriCorps members using current onboarding software (Salesforce, Axiom).
• Ensure that timely communications are being sent to the applicants regarding the status and completion of onboarding and exiting procedures.
• Ensure employee electronic files are accurate and updated to fulfill compliance from funders, and state, federal and internal policies, and assist with HR reporting and audit requests.
• Maintain standards of strict confidentiality with respect to all matters and documents.
• Lead CCNC staff in exiting of all seasonal staff, participant employees and AmeriCorps members.
• Help ensure compliance with AmeriCorps – background checks, onboarding timeframes.
• Support CCNC’s AmeriCorps Administration:
  • Oversee collection and compilation of member demographic and performance measures for AmeriCorps, Conservation Legacy, and other reporting needs.
  • Work with Directors to estimate AmeriCorps slot needs, request slots and manage assignments in Sales Work with Regional and Central staff to track slot usage and update as needed based on programmatic usage and needs.

Field Operations Support

• General administrative support for program operation needs.

Other Duties

• Providing real-time scheduling support for Directors by booking appointments and preventing conflicts.
• Support technology needs of the office, including equipment ordering, security, and set-up.
• Lead office supply and other gear purchasing and management.
• Generate and track program reports, document meeting minutes, and conduct research.
• Communicates regularly with Conservation Legacy
• Implements new organizational administrative systems, troubleshoots issues and proposes solutions.
• Participates in CCNC staff meetings and other collaborative team meetings as needed.
• Establish and maintain effective working relationships with employees, other agencies, and the public.

Organizational Advocacy

• Successfully engages, leads and supports a positive work environment for all within the organization and the communities we serve.
• Leads and/or participates in organizational-wide teams, projects and initiatives that support the work of the Strategic Plans goals.
• Reports any potential complaints within the organization as identified in the Personnel Policy Manual.
• Assists or leads other responsibilities, as assigned.

Our Commitment:

Conservation Legacy is committed to the full inclusion of all qualified individuals and will ensure that persons with disabilities are provided reasonable accommodations to perform essential job functions. Some positions may require periodic overnight travel, non-traditional work hours and physical ability to walk, climb, balance, stoop, kneel, crouch or use tools/equipment on an infrequent or frequent basis. Ability to safely drive an organizational vehicle may also be required for some positions. Disclosure of needs are encouraged to be made upon job offer and throughout employment at Conservation Legacy.

Minimum Qualifications:

• Experience with influencing diverse groups of employees to achieve common goals.
• Flexibility, adaptability, and capacity to work in a fluid, changing work environment.
• The ability to carry out assigned work independently or with minimal supervision.
• The ability to communicate effectively, manage complexity, cultivate innovation, drive and influence results of oneself      and others.
• Ability to work well with others and to seek assistance when needed to carry out assignments.
• Familiarity with Microsoft Office programs and applications, or similar platforms.
• Ability to keep others, in remote locations, accountable to expectations.
• Valid Driver’s License and Insurable Driving Record.
• Must be able to pass the organization’s criminal history check requirements.
• 2+ years recent experience as an Administrative Assistant and/or previous administrative experience.
• 2+ years recent experience in payroll administration.

Preferred Qualifications:

• High school diploma and Associates Degree or equivalent experience preferred.
• 2+ years previous experience supporting conservation corps programs, AmeriCorps members, and/or administrative systems.
• Knowledge of and/or experience navigating payroll and state tax regulations and reporting requirements.

Other Competencies Desired for this Position’s Success: Manage Complexity, Resourceful, Effectively Communicate, Cultivate Innovation, Drive and/or Influence Results, Plans & Aligns.

Conservation Legacy is an equal opportunity employer. We are committed to hiring a breadth of diverse professionals and encourage members of diverse groups to apply. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, age, national origin, protected veteran status, disability status, sexual orientation, gender identity or expression, marital status, genetic information, or any other characteristic protected by law.

We also consider qualified applicants regardless of criminal histories, consistent with legal requirements. If you need assistance and/or reasonable accommodations due to a disability during the application or recruiting process, please send a request to the hiring manager.