Administrative Specialist I

Agency

Dept of Health and Human Services

Division

Public Health

Job Classification Title

Administrative Specialist I (S)

Position Number

60040868

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 17,000 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 I position provides administrative and operational support to the Immunization Branch by performing specialized tasks that include procurement processing, travel coordination, invoice reconciliation, and records management. It supports branch preparedness activities related to communicable disease outbreaks and response, ensuring accurate documentation and timely execution of operational workflows.

This role manages inventory tracking, mail processing, directory maintenance, and information summarization across multiple sources. Work requires specialized knowledge of program processes, information systems, and multi‑step administrative procedures within established guidelines. The position operates within the Operations Unit, supporting daily branch needs and ensuring efficient communication with vendors, staff, and internal partners.


Key Duties Include:
- Create and process purchase orders in coordination with the Purchasing office.

- Reconcile orders, claims, and invoices to support timely and accurate payment processing.

- Prepare travel authorizations, process travel reimbursements, and assist staff with travel‑related requests.

- Track and maintain branch inventory, manage office supply needs, and support procurement activities.

- Process and distribute mail and shipments, maintaining organized records and documentation.

- Summarize and reconcile information from multiple sources to support branch reporting and operational functions.

- Coordinate print requests, service awards, and tracking systems to ensure timely reimbursement of receipts.

- Maintain branch directories and support internal communication through email and telephone response.

- Apply program policies, procedures, and information systems to accurately process administrative tasks.

- Support preparedness and response activities for communicable disease outbreaks within the Immunization Branch.

Knowledge Skills and Abilities/Management Preferences

Salary Grade Range: $39,244.00 - $68,679.00

Recruitment Range: $39,244.00 - $54,044.00

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: 

• Intermediate proficiency processing procurement actions by creating purchase orders, coordinating with vendors, and reconciling orders and invoices to support timely branch operations.

• Demonstrated experience managing travel workflows by preparing travel authorizations, processing reimbursements, and assisting staff with required documentation.

• Documented organizing and maintaining branch records, inventory tracking systems, mail distribution processes, and office supply operations using established administrative procedures.

• Expert proficiency compiling, summarizing, and reconciling information from multiple printed and electronic sources to support reporting, documentation, and operational decision‑making.

• Demonstrated experience utilizing program‑specific information systems and office technologies to process administrative tasks, maintain directories, and support daily internal communication.

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

This Position Is 100% Federally Funded

This Position Is Eligible For A Hybrid Work Option

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 Immunization Branch:
The N.C. Immunization Branch is part of the Women and Children’s Health Section and promotes public health through the identification and elimination of vaccine-preventable diseases like polio, hepatitis B, measles, chickenpox, whooping cough, rubella (German measles), and mumps.

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 leave. In 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:  https://www.ncdhhs.gov/. 

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 Governor’s 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 https://www.naces.org/members. 

Degree/College 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 Veteran's 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 [email protected]. 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:

Tresha Walker

Email:

[email protected]