North Carolina
**Agency**Dept of Health and Human Services**Division**Public Health**Job Classification Title**Administrative Specialist I (S)**Position Number**60041202**Grade**NC08The 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**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 Controller’s 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 Controller’s 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: $37,782.00 - $66,120.00## Recruitment Range: $45,000 - $51,645.00*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 Health's 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 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: .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 #J-18808-Ljbffr
Key Duties Include:
•Process and reconcile invoices for payment through the DHHS Controller’s 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 Controller’s 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: $37,782.00 - $66,120.00## Recruitment Range: $45,000 - $51,645.00*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 Health's 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 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: .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 #J-18808-Ljbffr