Executive Assistant I

Agency

Dept of Health and Human Services

Division

Child and Family Well Being

Job Classification Title

Executive Assistant I (S)

Position Number

Grade

NC11

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 primary purpose of the position is to serve as an Executive Assistant to the Executive Leadership team for DCFW. This employee operates in a fast-paced environment and will support the Executive Leadership team in establishing critical infrastructure and processes for the new Division of Child and Family Well-Being. The position also serves as the Supervisor to the Receptionist.

The position:
Functions as the assistant to the Executive Leadership Team for DCFW.
Coordinates key administrative support functions impacting the management and daily operations of the Division of Child and Family Well-Being (DCFW) which has approximately 1000 employees.
Coordinates schedules and handles administrative tasks (e.g. travel) Executive Leadership team for DCFW.
Provides information about the Divisions programs services and policies to program staff within the Division of Child and Family Well-Being and managers of other units within the Department.

This position also has extensive contact with the public including accurately and diplomatically fielding requests from division stakeholders such as members of the General Assembly the Office of the Governor Congressional staffers and members of Congress officials of federal and state agencies/universities private partners the media consumers and families advocacy organizations local government officials and the general public.
In order to fulfill these responsibilities the position must have a strong working knowledge of the Divisions variety of complex programs Sections and Units in order to appropriately assign inquiries or redirect questions not appropriate for the Directors office. The position must thoroughly understand Division policy and the Divisions and Departments missions and priorities.
The position has delegated authority from the Director to assign tasks to Assistant Directors and other Division staff and for ensuring that such tasks are completed.
Prioritizes requests from external groups requesting meetings or speaking engagements with the Executive Leadership team and delegates those of lesser priority to other Division staff.
Provides administrative support responsibilities for various in-person or virtual webinars or meetings for the Executive Leadership team.
Provides administrative support for the Divisions public affairs including organization production updating distribution and archiving of outreach materials and website content records management and information storage and retrieval systems.
Supervise Temp Solutions Receptionist position for DCFW.
Plan and coordinate events for Division of Child and Family Well-Being i.e. Employee Appreciation and State Employee Combined Campaign.
Manage and make recommendations for office space assignments. Maintain the upkeep of the floor plan for the division.
All other duties as assigned by the Executive Leadership team.

Knowledge Skills and Abilities/Management Preferences

Salary Grade Range $43738 - $76542

Recruitment Range $43738 - $68739

**Position is eligible for a hybrid-teleworking schedule to include weekly onsite work hours**

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:

• Demonstrated experience applying programmatic knowledge to perform and manage a high volume of complex administrative tasks including prioritizing work meeting deadlines and supporting operational needs.

• Demonstrated experience identifying and analyzing issues problems and opportunities; determining appropriate courses of action; developing action plans; and coordinating activities through implementation.

• Demonstrated experience presenting information clearly and effectively in both verbal and written form including editing written materials using correct grammar and organization and adjusting language or terminology to meet the needs of diverse audiences.

• Demonstrated experience compiling organizing and analyzing printed and electronic information including proficiency with Microsoft Office applications (Word Excel PowerPoint) and standard office management practices and technologies.

• Demonstrated experience establishing and maintaining effective working relationships and providing guidance or direction to staff to support team and organizational objectives.

Posting closes at 11:59 p.m. the night before the closing date

Position is funded in part through federal funds

About The Division of Child and Family Well-Being:

The Division of Child and Family Well-Being works to promote healthy and thriving children in safe stable and nurturing families schools and communities. The division includes complementary programs that primarily serve children and youth to improve their health and well-being.

Compensation & 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 and 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 11:59 PM the night BEFORE 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 Substance Abuse Professional Practice Board etc.) 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.

  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.

  • Bachelors degree preferably in business administration or a related discipline from an appropriately accredited institution; or

  • Associates degree in secretarial science business administration or a related discipline from an appropriately accredited institution and two years of progressively responsible administrative/office management experience; or

  • High school or General Educational Development (GED) diploma and four years of progressively responsible administrative/office management experience; or

  • an 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:

  Tandrea Lanae Jones

  Email: