Administrative Specialist
Job Location:
Durham County, NC - USA
Monthly Salary:
Posted:
Application Deadline:
Vacancies:
Job Summary
Agency
Dept of Health and Human ServicesDivision
Public HealthJob Classification Title
Administrative Specialist I (S)Position Number
Grade
NC08About 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 Administrative Specialist provides specialized administrative and fiscal support for the Cancer Prevention and Control Branch within the Division of Public Health. It performs financial processing procurement coordination and expenditure tracking to ensure proper allocation and compliance of State and Federal funds in accordance with North Carolina Administrative Code and CDC Cooperative Agreements.This role supports the Cancer Prevention and Control Branch leadership and staff by managing accounts payable travel and conference documentation inventory processes and related operational tasks. Work requires applying programspecific knowledge to maintain accurate records reconcile financial transactions and ensure timely completion of administrative workflows.
Key Duties Include:
- Process and reconcile invoices for the Cancer Prevention and Control Branch ensuring compliance with State and Federal funding requirements.
- Monitor program spending prepare tracking logs and support monthly review of expenditures in systems such as Aid to County and Smartsheet.
- Serve as the Branch Purchasing Officer by coordinating purchase requests completing procurement transactions and overseeing Pcard and Eprocurement activities.
- Track and process Contract Expenditure Reports (CERs) maintaining accurate fiscal documentation for grantrelated activities.
- Prepare route and track travel authorizations conference approvals sponsorships and staff travel reimbursements.
- Maintain internal tracking systems databases and resource materials to monitor approvals document flow and staff updates.
- Manage fixed asset responsibilities including data entry tagging requests supply inventory and annual equipment and supply audits.
- Participate in yearend closeout activities by compiling inventory documentation researching pricing and preparing required financial reports.
- Support Branch operations through calendar scheduling conference room coordination and record retention of grants CERs contracts and travel documentation.
- Provide backup support for meeting correspondence and updates to program databases such as the screening provider database.
Knowledge Skills and Abilities/Management Preferences
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 performing budgeting grant accounting expenditure tracking and fiscal compliance tasks for State and Federal programs.
Skilled in providing financial and administrative support through procurement processing report preparation inventory maintenance and logistics coordination with consistent accuracy in multistep workflows.
Proficient in processing travel authorizations conference approvals and reimbursements using organized tracking systems to maintain realtime documentation status for staff.
Intermediatelevel proficiency with the North Carolina Financial System (NCFS) for reviewing financial activity entering required information and supporting program spending oversight.
Intermediatelevel proficiency with Eprocurement platforms used for purchase requests Pcard transactions and documentation of goods and services received.
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 (DPH):
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 Chronic Disease and Injury Section (CDI):
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.
About the Cancer Prevention and Control Branch:
As part of CDI the purpose of the Cancer Prevention and Control Branch is to reduce the overall cancer burden in North Carolina. This is accomplished by:
Planning directing and supporting cancer prevention and control efforts through collaborative work with partners in local state and national organizations and universities.
Reducing the number of people who get and die from breast and cervical cancers and cardiovascular disease by providing testing and followup services for uninsured and underinsured women in North Carolina.
Identifying opportunities to promote healthy behaviors related to eating exercising not using tobacco products and safe environments.
Recommending health education activities for everyone.
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.
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.
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.
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 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 PreferenceApplicants 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 AccommodationsConsistent 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 INFORMATIONIf 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
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:
Tresha WalkerEmail:
Required Experience:
IC
