Administrative Specialist

Health & Human Services; Charlotte (NC); On-site; USD 39,000 - 69,000; Full time

Benefits offered by this job

Health insurance

Paid vacation

Sick leave

Parental leave

Retirement plans

Job summary

The North Carolina Department of Health and Human Services (DHHS) in Charlotte seeks an Administrative Specialist to provide clerical support to professional staff. The role handles data entry, claims processing, file creation, and authorizations while ensuring accurate information flow with consumers, vendors, and staff.

It also covers general office duties such as phone coverage, mail distribution, visitor reception, and equipment check-in, plus basic tech support for software and devices.

Qualifications

• High school diploma or GED and two years of related administrative experience.
• Proficient use of general office equipment and office software.
• Experience with data entry, claims processing, and case file setup.
• Strong customer service, written and verbal communication skills.

Responsibilities

• Enter and retrieve data to support case documentation and service delivery workflows.
• Create service authorizations and process claims per procedures.
• Set up and maintain case files with accurate records.
• Communicate with consumers, vendors, visitors, and staff in writing and speaking.
• Provide general office support: phones, mail, visitors, and materials.
• Assist with equipment check-in and office machinery use.
• Troubleshoot basic software issues and provide tech assistance.

Skills

General office equipment

Computer skills

Customer service

Time management

Data entry

Phone and mail handling

File organization

Education

High school diploma or GED

Tools

Printers

Scanners

Multi-line phone systems

Fax machines

Office software (general)

Job description

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 position provides administrative and clerical support to professional and specialty staff within the Charlotte District Office. The role performs essential operational tasks including data entry, claims processing, file creation, and generating authorizations while ensuring accurate and timely information flow. It supports internal and external customers through written and verbal correspondence with consumers, vendors, visitors, and agency staff. This position also delivers general office functions such as phone coverage, mail distribution, visitor reception, and equipment check‑in. Additionally, the role provides basic technical assistance for computers, software applications, and office equipment.

Key Duties

• Enter and retrieve data in agency systems to support case documentation and service delivery workflows.
• Create service authorizations and process claims in accordance with program standards and established procedures.
• Set up and maintain case files to ensure accurate, organized, and compliant recordkeeping.
• Correspond with consumers, vendors, visitors, and staff through written and verbal communication to support program operations.
• Order aids, appliances, assistive technology, and other equipment needed for consumer services.
• Provide general office support, including answering phones, greeting visitors, distributing mail, and preparing materials.
• Check in equipment and ensure proper routing or storage according to office protocols.
• Operate and support use of general office machinery, including printers, fax machines, and computers.
• Provide basic technical assistance with software programs and office equipment troubleshooting.
• Perform additional administrative tasks as assigned to maintain smooth daily operations.

Knowledge Skills and Abilities / Management Preferences

Salary Grade Range: $39,244.00 - $68,679.00. Recruitment Range: $39,244.00 - $41,078.00.

Applicants 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:

• Proven proficient use of general office equipment, including printers, scanners, multi-line phone systems, and fax machines, in support of daily administrative operations.
• Experienced in applying intermediate computer skills to navigate software programs, enter data, retrieve records, and troubleshoot routine technical issues.
• Documented experience in delivering high-quality customer service through clear, professional interactions with consumers, vendors, visitors, and internal staff.
• Reliable execution of administrative tasks such as mail distribution, document preparation, and file management within a high-volume office environment.
• Effective management of time-sensitive clerical workflows, including claims processing, case file setup, and documentation tracking, with strong attention to detail.

The Posting Will Close

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

Physical Requirements

• Sedentary work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the subject's own body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

About the Division of Services for the Blind (DSB)

The Division of Services for the Blind provides services to people who are visually impaired, blind and deaf-blind to help them reach their goals of independence and employment.

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.

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.

Minimum Education and Experience

• High school diploma or General Educational Development (GED) diploma and two years of related administrative experience OR an equivalent combination of education and experience.