Agency
Dept of Health and Human Services
Division
Public Health
Job Classification Title
Administrative Specialist II (S)
Position Number
65039719
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
Primary Purpose of the Organizational Unit:
The Division of Public Health (DPH) is an agency of the North Carolina Department of Health and Human Services (NCDHHS) and 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 – local, state and private sectors – has dedicated professionals who carry out our mission every day through a wide range of essential programs and activities touching the lives of everyone in our state.
The State Office of Child Fatality Prevention was established by House Bill 259/ 2023 Appropriations Act to oversee the coordination of State-level support functions for the NC Child Fatality Prevention System to maximize efficiency and effectiveness and expand system capacity. The State Office of Child Fatality Prevention, along with other state and local partners, will work to ensure the goals of Article 3 of Chapter 143B and Article 14 of Chapter 7B of the General Statutes.
Primary Purpose of the Position:
The primary purpose of this position is to serve as the administrative and operational support to the Office of Child Fatality Prevention. The position is responsible for all the administrative, operational, and support needs related to the State Office and reports directly to the Office of Child Fatality Prevention Director. This position functions independently to ensure that the functions of the Office of Child Fatality Prevention run smoothly.
(20%) Administrative Support
- Scheduling and coordination of activities and workflow, including coordination and communication with internal and external partners on behalf of the State Office. This could include members of the Child Fatality Task Force (with members of NCGA), DHHS leaders (Office of the Chief Medical Examiner, DPH, DCFW, DSS, etc.), Office of Violence Prevention, local teams, as well as other partners.
- Assists with scheduling and coordination of trainings and webinars for local teams and others as part of the Child Fatality Prevention System, proactively identifying IT needs, and prepares conference authorizations as needed.
- Ensures that all requested meeting requirements are met, reserves space, and needed equipment is tested and in place.
- Serves as central contact and triage for the Office on Child Fatality Prevention.
- Tracking supplies and anticipating needs for all Office equipment or staff and ensuring orders are placed in timely manner.
- Creates and maintains listservs related to the Office of Child Fatality Prevention, including local teams National Fatality Review Case Reporting System users.
(45%) Operational and Business Management Support
- Responsible for oversight of State Office of Child Fatality Service account for distribution of appliable information to State Office colleagues
- Preparing, submitting, and tracking requests for travel and reimbursement within set division deadlines in order to ensure approval prior to travel and reimbursement of expenses in a timely manner.
- Responsible for billing oversight, inventory, contract processing and monitoring, Motor Fleet management, budget tracking, and other duties as needed.
- Responsible for the processing of local health department contracts (“Agreement Addenda”, AAs), including developing and entering the budgetary estimates into ATC database in accordance with the State Office budget. This also includes tracking of signed AAs from local health departments.
- Responsible for tracking and processing data use agreements on behalf of local teams as required for the implementation of the National Fatality Review – Case Reporting System to ensure appropriate data governance.
- Works with the DPH Budget Office and Director on funding decisions.
- Ensures Office compliance with records retention.
- Responsible for submitting invoices to reconciler for accountability of funds.
- Responsible for the yearly Office fixed asset and supply inventories of the State Office.
- Verify payment of invoices using NCFS as appropriate.
- Assists with compiling and tracking information and responses for Office information requests (general public inquiries, media inquiries, legislative inquiries, Fiscal Research Division requests, etc.).
(15%) Data Management and Analysis:
- Assistance with pulling reports from the National Fatality Review – Case Reporting System
- Assistance compiling data into the National Fatality Review – Case Reporting System, uploading documents as needed, verifying data quality and required fields, and data analysis as needed.
- Involvement in case preparation into the National Fatality Review – Case Reporting System, including record requests and preparation of data/information shared with Local Teams
(10%) IT and equipment management
- Responsible for requesting IT support for office equipment.
- Requisitioning and verification of receipt of office supplies and equipment.
- Tracking supplies and anticipating needs for all Office equipment for staff and ensuring orders are placed in timely manner.
- Responsible for surplus of all equipment.
(10%) Serve as a member of the Office of Child Fatality Prevention.
- Organizes Office-sponsored events as necessary and ensures event details are carried out appropriately.
- Special projects or initiatives related to Child Fatality Prevention System activities and other duties as assigned.
Knowledge Skills and Abilities/Management Preferences
Salary Range: $41,206 - $72,113
Recruitment Range: $41,206 - $52,100
Candidates now meet the minimum qualifications of a position if they have the minimum education and experience listed on the vacancy announcement.
The following Management Preferences are not required, but applicants that possess these skills are preferred:
• Experience managing administrative support for others (data entry, emailing, phone calls, presentation prep).
• Demonstrated experience working with internal and external partners on matters such as answering inquiries or assisting with challenges.
• Experienced in reimbursements and contract management.
Posting closes at 11:59 p.m. the night before the end date.
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 and activities touching the lives of everyone in our state.
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 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.
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 their 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 four years of related administrative experience.
OR
Equivalent combination of education and experience.
EEO Statement
T he 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:
LaWanna Baker
Email:
[email protected]
