Operations Unit Administrative Specialist II Full Time NEW

Dept of Health and Human Services

Division

Public Health

Job Classification Title

Administrative Specialist II (S)

Position Number

60040866

Grade

NC09

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 Operations Unit Administrative Specialist II supports the core operational functions of the Immunization Branch’s Operations Unit by performing specialized administrative, procurement, and financial processing tasks. The position prepares annual Local Health Department Agreement Addendum packets and coordinates closely with the Division of Public Health budget and contracts offices to ensure accurate and timely documentation.

Work involves verifying data, maintaining records, completing purchase requisitions, and reconciling financial information in alignment with established procedures. This role also provides administrative support through travel coordination, communication management, and inventory tracking. Additionally, the position contributes to preparedness activities related to planning and response to communicable disease events.

Key Duties Include

• Prepares Local Health Department Agreement Addendum packets and ensures accuracy of annual submissions.
• Processes procurement actions, including purchase requisitions, receipt documentation, and tracking for timely reimbursement.
• Verifies, reconciles, and summarizes financial data to support reporting and budget analysis.
• Maintains records and documentation related to program operations, financial activity, and administrative transactions.
• Coordinates travel arrangements and processes travel reimbursement requests for unit staff.
• Manages communication workflows, including answering the main phone line, processing mail, and supporting internal and external inquiries.
• Tracks inventory and monitors supply needs to maintain operational readiness.
• Compiles data and prepares reports to support program evaluation, research tasks, and operational decision-making.
• Reviews and processes claims and related documentation in accordance with program procedures.
• Supports preparedness and response activities related to outbreak planning and communicable disease events.

Knowledge Skills And Abilities/Management Preferences

Salary Grade Range: $41,206.00 – $72,113.00

Recruitment Range: $41,206.00 – $61,308.00

Candidates now meet the minimum qualifications of a position if they meet the minimum education and experience listed on the vacancy announcement.

• Demonstrated intermediate proficiency using program information systems to process, organize, and communicate administrative, financial, and operational data.
• Documented experience applying accounting principles and procedures to reconcile financial information, track expenditures, and prepare summaries for budget review.
• Proven skill in compiling, assimilating, and organizing printed and electronic information to support reporting, record management, and data-driven decision-making.
• Demonstrated proficiency using office software and administrative systems to prepare reports, maintain documentation, coordinate procurement tasks, and manage workflow requirements.
• Established experience interpreting and applying organizational policies and procedural guidelines to complete multi-step administrative tasks with accuracy and consistency.

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

This Position Is 100% Federally Funded

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 talentacquisition@dhhs.nc.gov. 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 four 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 Walker

Email

talentacquisition@dhhs.nc.gov