Administrative Specialist I

Health & Human Services; Missouri; On-site; USD 39,000 - 69,000; Full time

Job summary

The North Carolina Department of Health and Human Services is seeking an Administrative Specialist I/Lead Office Assistant V to support the Sylva VR/IL Unit and satellite offices in Waynesville and Murphy. You will manage records, coordinate training, and handle daily admin tasks for staff and clients.

You will lead records management, mail processing, facilities coordination, and staff training, ensuring confidentiality and efficient operations across the unit.

Qualifications

• Demonstrated customer service, organizational and leadership skills with the ability to manage multiple responsibilities with accuracy.
• Knowledge of administrative office practices and the use of office equipment.
• Effective computer skills with proficiency in MS Office including Word, Excel and PowerPoint.
• Valid driver’s license required for work-related travel to satellite offices and other locations.

Responsibilities

• Serving as the initial contact for customers and visitors by providing assistance and directing calls and inquiries appropriately
• Performing and coordinating daily administrative functions that includes processing mail, ordering supplies, maintaining accurate records
• Maintaining confidentiality while handling sensitive staff, client, and agency information
• Providing orientation and initial training to newly hired administrative staff and providing ongoing training on policies, procedures, and operational changes that impact work
• Preparing and processing correspondence, reports, forms, and other administrative documents, including P-card transactions and Impress cash funds
• Coordinating office, vehicle, and equipment repairs, maintenance needs, and other unit related services to ensure safe and effective operations in the unit and satellite offices
• Collaborating with State Office, landlords, and vendors on billing, building, and contracted services
• Assisting with monitoring office expenditures, purchasing activities, and administrative resources to support responsible use of agency funds
• Scheduling meetings and office events and ensuring room setup and necessary materials
• Serving as a resource to all staff by addressing routine questions, information gathering, and referring complex questions to the Unit Manager

Skills

Customer service

MS Office

Administrative support

Leadership

Tools

MS Office Suite

Job description

Agency Dept of Health and Human Services Division EMPLOY , INDEP FOR PEOPLE W/DISAB - EIPD Job Classification Title Administrative Specialist I (S) Position Number 60054917 Grade NC08

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

This Administrative Specialist I/Lead Office Assistant V position is located in the Sylva VR/IL Unit Office and provides administrative support to the Unit Manager. This position has responsibility for assisting with all personnel and administrative actions for the Sylva office and the Waynesville and Murphy satellite offices. This position processes documents and administrative work generated by the unit manager in order to support VR and IL personnel, rehabilitation counselors, and other support staff in the unit. The selected candidate directs and coordinates records and information management, mail distribution, facilities maintenance and custodial operations for the Sylva Unit. The lead office assistant provides limited training for processing assistants.

Job Duties

• Serving as the initial contact for customers and visitors by providing assistance and directing calls and inquiries appropriately
• Performing and coordinating daily administrative functions that includes processing mail, ordering supplies, maintaining accurate records
• Maintaining confidentiality while handling sensitive staff, client, and agency information
• Providing orientation and initial training to newly hired administrative staff and providing ongoing training on policies, procedures, and operational changes that impact work
• Preparing and processing correspondence, reports, forms, and other administrative documents, including P-card transactions and Impress cash funds
• Coordinating office, vehicle, and equipment repairs, maintenance needs, and other unit related services to ensure safe and effective operations in the unit and satellite offices
• Collaborating with State Office, landlords, and vendors on billing, building, and contracted services
• Assisting with monitoring office expenditures, purchasing activities, and administrative resources to support responsible use of agency funds
• Scheduling meetings and office events and ensuring room setup and necessary materials
• Serving as a resource to all staff by addressing routine questions, information gathering, and referring complex questions to the Unit Manager

Knowledge, Skills, and Abilities

Demonstrated customer service, organizational and leadership skills with the ability to manage multiple responsibilities with accuracy; Knowledge of administrative office practices and the use of office equipment; Effective computer skills with proficiency in MS Office including Word, Excel and PowerPoint; Proven ability to work with a variety of professionals (internal and external to the organization), general public, and consumers; Valid driver's license required for work related travel to satellite offices and other locations in order to meet job requirements.

Salary and Recruitment Range

Salary Range: $39,244.00-$68,679.00 Recruitment Range: $39,244.00-$49,000.00

Posting Information

Position is funded in part through federal funds. Posting closes at 11:59 p.m. the night before the end date.

About Division of Employment and Independence for People with Disabilities (EIPD)

The DHHS Division of Employment and Independence for People with Disabilities (EIPD) promotes employment and independence for people with disabilities through customer partnership and community leadership. EIPD helps people with disabilities achieve their goals for competitive employment and more independent living in communities statewide. To learn more about EIPD: https://youtu.be/4QUy2w9B6AU.

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.

Equal Opportunity Employer and ADA Accommodations

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.

Eligibility

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. 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. 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.

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.

Closing Information

All job postings close at 11:59pm the night before the End Date on the posting.