Operations Assistant

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

The Operations Assistant serves as a key administrative support role within the State Center for Health Statistics (SCHS) primarily supporting the operations team and acting as the purchasing representative for the Vital Records branch. This position manages procurement activities including commodities equipment maintenance agreements and fixed assets while ensuring compliance with departmental policies. It also facilitates travel coordination inventory tracking and front office operations requiring strong communication skills to interact with vendors internal staff and external partners. The role supports onboarding and offboarding processes building maintenance requests and document routing.

Key Duties Include:

- Create and submit purchase requests in compliance with Division and Department regulations.

- Maintain organized records of purchases quotes invoices and vendor communications.

- Monitor and reconcile P-Card transactions ensuring allowable expenses and timely submission of receipts.

- Track active warranties subscriptions and contracts and alert leadership to service changes or delays.

- Review and process travel authorizations and reimbursements ensuring adherence to policy and completeness of documentation.

- Communicate with hotels and staff to coordinate prepayments and resolve travel-related issues.

- Collaborate with ITD to manage fixed asset inventory tagging surplus coordination and annual audits.

- Facilitate onboarding tasks such as badge and parking requests IT equipment distribution and key issuance.

- Submit work orders for building maintenance and route documents through DocuSign as needed.

- Receive sort and distribute SCHS mail and scan pathology reports to designated folders for staff access.

Knowledge Skills and Abilities/Management Preferences

Salary Grade Range: $37782.00 - $66120.00

Recruitment Range: $37782.00 - $43459.00

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

• Demonstrated intermediate proficiency using NCFS for travel authorization processing reimbursement submission and toolkit navigation.

• Experience managing purchasing workflows in E-Procurement including vendor communication documentation tracking and compliance with departmental purchasing policies.

• Proven experience coordinating fixed asset inventory and surplus processes including tagging recordkeeping and scheduling pickups through DOA.

• Experienced in using DocuSign to route administrative documents such as F-14 packets and badge forms with accuracy and timeliness.

• Experience in Microsoft Office Suite and Adobe tools for organizing purchase records scanning pathology reports and maintaining operational documentation.

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 and activities touching the lives of everyone in our state.

About the State Center for Health Statistics (SCHS)

The North Carolina State Center for Health Statistics is a part of the Division of Public Health and is responsible for data collection health-related research and production of reports and maintenance of a comprehensive collection of health statistics. We provide high quality health information to ensure more informed decision-making and effective health policies. Our goal is to improve the health of all North Carolinians and their communities.

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 website forState Benefits.

Supplemental Contact Information

The North Carolina Department of Health and Human Services (DHHS) is an Equal Opportunity Employerthat embraces an Employment First philosophy which consists of complying with all federallaws 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 must be submitted by 5:00 PM on the closing date.
• Applicantsmaybe subject to a criminal background check. All candidates selected for positions considered Positions of Trustwill besubject 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 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 aDD-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:

  Yvette Elaine Jones

  Email: