Administrative Specialist I

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

Benefits offered by this job

Health insurance options

Retirement plans

NCFlex program

Paid vacation

Paid sick leave

Paid parental leave

Job summary

Health & Human Services in North Carolina seeks an Administrative Specialist I (S) to support the Wilmington Regional Office, handling daily admin tasks, data entry in NCEDSS, and liaison work with providers and county health departments.

The role emphasizes confidentiality, accuracy, and efficient office operations, with responsibilities covering correspondence, BDAs, supplies, and communications to ensure smooth public health workflows.

Qualifications

• High school diploma or GED with two years of related admin experience or an equivalent combination.
• Experience entering and updating client data in NCEDSS with accuracy and confidentiality.
• Proven ability to manage daily office telephone coverage and relay messages promptly.
• Experience coordinating documentation between providers, regional offices and county health departments.

Responsibilities

• Manage daily office telephone coverage and disseminate messages promptly and professionally.
• Serve as administrative liaison between local providers, regional offices, and county health departments.
• Enter and update client testing information in NCEDSS to maintain accurate records.
• Uphold confidentiality policies and maintain office security procedures.
• Prepare typed correspondence and process BDAs as part of routine workflows.
• Enter client medical information and maintain organized records for public health case management.
• Maintain office supplies, coordinate mail duties, and support daily operations in the regional office.
• Communicate professionally with internal and external stakeholders to ensure efficient workflow.
• Perform general office duties supporting Field Services Unit staff in the regional office.
• Adapt to new procedures and handle multiple tasks in a fast-paced environment.

Skills

Data entry

Administrative support

Confidentiality

Telephone coverage

Stakeholder communication

Education

High school diploma or GED

Two years related administrative experience or equivalent

Tools

NCEDSS

BDAs

Job description

Agency Dept of Health and Human Services Division Public Health Job Classification Title Administrative Specialist I (S) Position Number 60039836 Grade NC08

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 provides daily administrative support to the Regional Supervisor and Field Services Unit staff within the Wilmington Regional Office. The position manages office telephone coverage, relays messages promptly, and serves as an administrative liaison between local providers, regional offices, and county health departments. This role performs data entry and updates within NCEDSS to maintain accurate testing and client information while ensuring full compliance with confidentiality and office security requirements. The employee prepares correspondence, processes BDAs, maintains medical documentation, and coordinates office supplies, mail handling, and general office operations. This position supports consistent workflow within the regional public health office by managing routine administrative processes and communication needs.

Key Duties Include:

• Manage daily office telephone coverage and promptly disseminate messages in a professional and sensitive manner.
• Serve as an administrative liaison between local providers, regional offices, and county health departments to support accurate documentation processes.
• Enter and update client testing information in NCEDSS to maintain accurate and timely records.
• Uphold Branch confidentiality policies and maintain daily office security procedures.
• Prepare typed correspondence and process BDAs as part of routine administrative workflows.
• Enter client medical information and maintain organized records that support public health case management activities.
• Maintain office supplies, coordinate mail duties, and support daily operational needs within the Regional Office.
• Communicate professionally with internal and external stakeholders to ensure efficient workflow and accurate information exchange.
• Perform general office duties that support Field Services Unit staff within the assigned regional office.
• Adapt to new procedures, terminology, and multiple concurrent tasks in a fast‑paced public health administrative environment.

Knowledge Skills and Abilities/Management Preferences

Salary Grade Range: $39,244.00 - $68,679.00 Recruitment Range: $39,244.00 - $54,384.00

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 performing data entry and record updates in NCEDSS, including maintaining accurate client testing and medical information.
• Demonstrated experience managing daily office telephone coverage, including timely and sensitive dissemination of messages for internal and external stakeholders.
• Proven experience preparing typed correspondence and BDAs with consistent accuracy while maintaining strict confidentiality of HIV/STD information.
• Advanced skill coordinating office supplies, mail duties, and general administrative workflows that support regional public health operations.
• Demonstrated experience serving as an administrative liaison by coordinating documentation and communication between local providers, regional offices, and county health departments.

Posting and Physical Requirements

The Posting Will Close At 11:59 P.M. The Night Before The End Date. This Position Is 100% Federally Funded.

Physical Requirements: Ability to work independently in non-handicapped accessible areas.

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 Communicable Disease Branch

The Communicable Disease Branch strives to protect and improve the health of people in North Carolina through disease detection, tracking, investigation, control, education, prevention and care activities to reduce morbidity and mortality resulting from communicable diseases that are a significant threat to the public. The Communicable Disease Branch works with the public, local health departments and other public health agencies, healthcare professionals, educators, businesses, communities and healthcare facilities to ensure that North Carolina is prepared to respond to any communicable disease situation that affects the people who live, work and visit here.

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 Employerthat embraces an Employment First philosophy, which consists of complying with all federallaws, 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.

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. See the Education and Experience Equivalency Guide for details.

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.

North Carolina State Government is one of the state’s largest employers, with over 76,000 employees all working toward a common goal: a safer and stronger North Carolina. We are a large organization comprised of various agencies, offices, and universities, each providing important public services. Eligible state employees are entitled to comprehensive benefits, including a variety of leave options, professional development opportunities, insurance, and more. To learn more about the benefits of being a North Carolina state employee, visit the N.C. Office of State Human Resources' website. Permanent, temporary, and time‑limited state government jobs can be found from the mountains to the coast. Find your next opportunity today!

Valuing Education and Experience

The State of North Carolina values the knowledge and experience of our jobseekers and current state employees. Approximately 91 percent of state job classifications allow experience to be substituted for education or do not require a post‑secondary degree. Learn more about how you may qualify for a position through education or directly related experience, or a combination of both, with the Education and Experience Equivalency Guide. All job postings close at 11:59pm the night before the End Date on the posting.