Administrative Specialist I

Agency

Dept of Health and Human Services

Division

Public Health

Job Classification Title

Administrative Specialist I (S)

Position Number

Grade

NC08

About Us

The North Carolina Department of Health and Human Services (DHHS) is one of the largest most complex agencies in the state and has approximately 17000 employees. It is responsible for ensuring the health safety and well-being of all North Carolinians providing human service needs for special populations including individuals who are deaf blind developmentally disabled and mentally ill and helping poor North Carolinians achieve economic independence.

Description of Work

This position serves as an Administrative Specialist I within the Cancer Prevention and Control Branch providing comprehensive fiscal and administrative support to the Branch Program Manager and staff. The role ensures accurate allocation and compliance of federal and state funds in accordance with North Carolina Administrative Codes work plans and CDC cooperative agreements. Responsibilities include managing procurement processes processing invoices and travel reimbursements maintaining inventory and supporting record retention for grants and contracts. The position operates in a fast-paced environment requiring strong organizational skills and attention to detail to meet program and regulatory requirements.

Key Duties Include:
Process and reconcile invoices for payment through the DHHS Controllers Office.

Prepare and submit purchase requests direct pay purchases P-card transactions and E-procurement orders to ensure timely receipt of goods and services.

Track and process Contract Expenditure Reports (CERs) and maintain accurate fiscal records.

Oversee completion and submission of travel authorizations conference approvals and travel reimbursements for Branch staff.

Serve as Branch Purchasing Officer and monitor procurement activities for compliance with grant deliverables and state regulations.

Create and maintain templates tracking logs and internal databases to monitor spending and document approvals.

Manage fixed asset inventory including annual audits tagging and reporting to the Controllers Office.

Coordinate surplus management for branch equipment furniture and supplies.

Maintain record retention systems for grants contracts CERs and travel documentation in accordance with policy.

Provide backup support for calendar scheduling conference room reservations and meeting documentation.

Knowledge Skills and Abilities/Management Preferences

Salary Grade Range: $37782.00 - $66120.00

Recruitment Range: $45000 - $51645.00

Candidates now meet the minimum qualifications of a position if they meet the minimum education and experience listed on the vacancy announcement.

The Knowledge Skills and Abilities (KSAs)/ Management Preferences are not required. Applicants who possess the following skills are preferred:

• Documented experience managing budgeting processes and grant accounting with expert proficiency in expenditure tracking and fiscal compliance.

• Proven experience coordinating procurement activities using E-procurement systems and P-card transactions ensuring adherence to state and federal regulations.

• Hands-on experience processing and reconciling travel authorizations conference approvals and reimbursements while maintaining organized tracking systems for approvals and documentation.

• Demonstrated experience maintaining and auditing fixed asset inventories including annual reconciliation tagging and reporting through state financial systems.

• Experience developing and maintaining internal databases templates and tracking logs for monitoring program spending and supporting operational workflows.

The Posting Will Close At 11:59 P.M. The Night Before The End Date

This Position Is 100% Federally Funded

Physical Requirements:

Light work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently and/or a negligible amount of force constantly to move objects. If the use of arm and/or leg controls requires exertion of forces greater than Sedentary Work and the worker sits most of the time the job is rated for Light Work.

About the NC Division of Public Health:

The NC Division of Public Health works to promote and contribute to the highest possible level of health for the people of North Carolina. Our entire statewide system of public health has dedicated professionals who carry out our mission every day through a wide range of essential activities touching the lives of everyone in our state.

About the Chronic Disease and Injury Section:

The N.C. Division of Public Healths Chronic Disease and Injury Section along with local health departments and other community partners works to reduce death and disabilities through education policy change and various services. Our goal is to help all North Carolinians develop healthy and safe communities and health systems to prevent and control chronic diseases and to eliminate health inequities.

Compensation and Benefits:

The State of North Carolina offers excellent comprehensive benefits. Employees can participate in health insurance options standard and supplemental retirement plans and the NCFlex program (numerous high-quality low-cost benefits on a pre-tax basis). Employees also receive paid vacation sick and community service addition paid parental leave is available to eligible employees. Visit the website for State Benefits.

Supplemental Contact Information:

The North Carolina Department of Health and Human Services (DHHS) is an Equal Opportunity Employer that embraces an Employment First philosophy which consists of complying with all federal laws state laws and Executive Orders. We are committed to reviewing requests for reasonable accommodation at any time during the hiring process or while on the job. For more information about DHHS: uses the Merit-Based Recruitment and Selection Plan to fill positions subject to the State Human Resources Act with the most qualified individuals. Hiring salary will be based on relevant qualifications internal equity and budgetary considerations pertinent to the advertised position.

In accordance with the Governors Executive Order 303 our agency supports second-chance employment for individuals who were previously incarcerated or justice-involved. We invite all potential applicants to apply for positions for which they may be qualified.

Application Process:

Be sure to complete the application in its entirety. Resumes will not be accepted in lieu of completing this application.

• Information should be provided in the appropriate areas to include the following: Education including high school and all degrees obtained Work Experience and Certificates & Licenses. It is critical to our screening and salary determination process that applications contain comprehensive candidate information.

• Answers to Supplemental Questions are not a substitute for providing all relevant information within the body of your application. To receive credit for the supplemental questions you must provide supporting information within the Work Experience section of the application to support your answers.

• If multiple applications are submitted to an individual posting only the most recent application received prior to the closing date will be accepted. Applications must be submitted by 11:59 PM on the closing date.

• Applicants may be subject to a criminal background check. All candidates selected for positions considered Positions of Trust will be subject to a criminal background check.

• Due to the volume of applications received we are unable to provide information regarding the status of your application over the phone. To check the status of your application please log in to your account. Upon the closing date applications are Under Review and will be screened by Human Resources for qualified applicants. The hiring process may take several weeks.

• Degrees must be received from appropriately accredited institutions. Transcripts and degree evaluations may be uploaded with your application. The State of North Carolina/Office of State Human Resources uses the National Association of Credential Evaluation Services (NACES) as a referral resource for applicants who need to have their credentials certified as equivalent.

• For a list of organizations that perform this specialized service please visit the NACES membership website at Credit Verification

  Degrees must be received from appropriately accredited institutions. Transcripts degree evaluations and cover letters may be uploaded with your application.

  Veterans and National Guard Preference

  • Applicants seeking Veterans Preference must attach a DD-214 Member-4 Form (Certificate of Release or Discharge from Active Duty) to their applications.

  • Applicants seeking National Guard Preference must attach an NGB 23A (RPAS) along with the state application if they are a current member of the NC National Guard in good standing.

  • Applicants who are former members of either the NC Army National Guard or the NC Air National Guard with honorable discharge and six years of creditable service must attach a copy of the DD 256 or NGB 22 along with the state application.

  ADA Accommodations

  Consistent with the Americans with Disabilities Act (ADA) and the Pregnant Workers Fairness Act (PWFA) DHHS is committed to the full inclusion of all qualified individuals. As part of this commitment DHHS will ensure that people with disabilities or known limitations covered by the PWFA are provided with reasonable accommodation. If reasonable accommodation is needed to participate in the job application or interview process please contact the person indicated below.

  CONTACT INFORMATION:

  If there are any questions about this posting please contact Talent Acquisition at Resumes will not be accepted in lieu of completing this application.

  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.

  High school diploma or General Educational Development (GED) diploma and two years of related administrative experience

  OR

  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:

  Dejah Seksay

  Email: