Lead Office Assistant

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

Job summary

The Administrative Specialist I (Lead Office Assistant) at the Chapel Hill Unit provides essential administrative support to the Unit Manager, Counselors in Charge, and clerical staff. You will oversee office operations, maintain personnel records, prepare monthly reports, and help train new staff.

You will also manage office supplies, equipment maintenance, and property-related contracts, ensuring smooth workflow and accurate bill processing for unit caseloads in collaboration with support

Qualifications

• High school diploma or GED and two years of related admin experience.
• Equivalent education/experience allowed.
• Experience with records, reports, and office operations.

Responsibilities

• Support Unit Manager and Counselors in Charge.
• Supervise clerical staff and oversee unit office operations.
• Maintain and process records for personnel.
• Compile and process monthly reports.
• Train new staff.
• Manage office supplies, equipment, and mail.
• Oversee property, contracts, and workspace-related agreements.
• Oversee bill processing for caseloads with other staff.

Skills

Clerical supervision

Record processing

Monthly reports

Office operations

Education

High school diploma or GED

Job description

AgencyDept of Health and Human ServicesDivisionEMPLOY , INDEP FOR PEOPLE W/DISAB - EIPDJob Classification TitleAdministrative Specialist I (S)Position Number60054600GradeNC08About 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 WorkThis Administrative Specialist I (Lead Office Assistant) position is housed in the Chapel Hill Unit office. The primary purpose of this position is to provide administrative support to managerial, supervisory, professional, and para-professional staff located within the unit and sub-offices.The major duties include support for unit manager and supervision of clerical staff within the unit.Job Responsibilities include:* Support for Unit Manager and 3 Counselors in Charge* Supervision of clerical staff within the unit and provide general oversight of all office operations.* Perform clerical duties which include, but not limited to maintaining and processing records for all personnel.* Compile and process monthly reports* Train new staff* Provide maintenance and order supplies for all office equipment and general work supplies.* Maintain and manage property, contracts, and agreements related to workspace, and mail distribution.* Provide general oversight of bill processing for caseloads in the unit in collaboration with other support staff.Knowledge Skills and Abilities/Management PreferencesSalary Range: $39,244.00-$68,679.00Recruitment Range: $39,244.00-$49,000.00Position is funded in part through federal funds.Posting closes at 11:59 p.m. the night before the end dateCandidates 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.• Knowledge or experience working with a team• Demonstrated experience performing routine office support functions• Demonstrated experience working with the publicAbout 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.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 5:00 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 their 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.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 experience; or 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:Charlene Michele MooreContact:DHHS Workday Support Form