Administrative Specialist I

State of North Carolina - Health & Human Services; North Carolina; On-site; USD 39,000 - 69,000; Full time

Job summary

The Administrative Specialist I position in the Wilmington Regional Office supports daily administrative functions, data entry in NCEDSS, and confidential handling of HIV/STD information.

You will manage telephone coverage, prepare correspondence, process BDAs, and coordinate between local providers, regional offices, and county health departments to ensure accurate documentation and smooth operations.

Qualifications

• Experience entering and updating client testing information in NCEDSS and maintaining confidentiality.
• Proven ability to manage daily office telephone coverage and disseminate messages promptly to stakeholders.
• Ability to prepare typed correspondence and BDAs accurately while safeguarding HIV/STD information.
• Strong organizational skills for coordinating supplies, mail, and office operations.
• Experience coordinating documentation between local providers, regional offices, and county health departments.

Responsibilities

• Manage daily office telephone coverage and promptly disseminate messages to internal/external stakeholders.
• 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 security procedures.
• Prepare correspondence and process BDAs as part of routine workflows.

Skills

NCEDSS data entry

Telephone coverage

BDAs processing

Confidentiality

Administrative liaison

Education

High school diploma or GED

Tools

NCEDSS

Job description

AgencyDept of Health and Human ServicesDivisionPublic HealthJob Classification TitleAdministrative Specialist I (S)Position Number60039836GradeNC08About UsThe 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 WorkThe 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 PreferencesSalary Grade Range: $39,244.00 - $68,679.00Recruitment Range: $39,244.00 - $54,384.00Candidates 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.The Posting Will Close At 11:59 P.M. The Night Before The End DateThis Position Is 100% Federally FundedPhysical 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 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 ProcessBe 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 VerificationDegrees must be received from appropriately accredited institutions. Transcripts, degree evaluations, and cover letters may be uploaded with your application.Veterans’ and National Guard PreferenceApplicants 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 AccommodationsConsistent 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 INFORMATIONIf there are any questions about this posting, please contact Talent Acquisition at [e-mail] . Resumes will not be accepted in lieu of completing this application.Minimum Education and ExperienceSome 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 two years of related administrative experienceORAn equivalent combination of education and experience.EEO StatementT 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:Tresha WalkerContact:DHHS Workday Support Form