NC FAST Executive Assistant

Health & Human Services; North Carolina; Hybrid; USD 41,000 - 72,000; Full time

Benefits offered by this job

Health insurance options

Standard and supplemental retirement

NCFlex program

Paid vacation

Paid sick leave

Community service leave

Paid parental leave

Job summary

The North Carolina Department of Health and Human Services (DHHS) IT Division is seeking an Executive Assistant to plan and perform tasks for human resources staffing administration, staff records management, and executive support. You will provide portfolio-wide administrative support for 15+ managers and 500+ staff, handling confidential information with discretion.

Responsibilities include onboarding/offboarding documentation, coordinating meetings and interviews, tracking reports, and

Qualifications

• High school diploma or GED with four years of related administrative experience, or equivalent.
• Alternative: BA/BMS or Master’s in a relevant field plus related experience.
• Experience in recruitment support, onboarding, and staff records management preferred.

Responsibilities

• Plan and perform HR staffing administration and staff records management tasks.
• Prepare onboarding/offboarding docs, orientation materials, and admin guides.
• Support managers with recruitment tracking, vacancies, and requisitions.
• Coordinate meetings, interviews, distribution lists, and administrative reporting.

Skills

Advanced Project Management

Stakeholder Management

Vendor Management

Agile & Continuous Delivery

Resource Management

Education

High school diploma or GED with 4 years of experience

Bachelor’s or Master’s in a relevant field (optional)

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 primary purpose of the Executive Assistant position is to plan and perform tasks for human resources staffing administration, staff records management, general administration, and executive and management support. All tasks involve decision-making, judgment, and compliance with established policies and procedures, as well as handling proprietary or confidential information. This position provides portfolio-wide administrative support for 15 or more managers and over 500 state and vendor staff.

Duties include to create, maintain, and manage various types of documentation such as onboarding/offboarding forms and procedures, orientation guides and materials, tracking spreadsheets, staff logistics documents, communications, and administrative task and process guides; and will also summarize, reconcile, and compile related information to prepare administrative reports and metrics. This position will provide administrative support to help managers recruit state contractor and temporary staff resources as needed, and to help track vacancies and in-process requisitions and job orders then follow-up with management. This position will conduct onsite or remote orientation for new hires, serve as backup for other program support staff, and assist managers with data collection, verification, analysis, research, and preparation as requested. General administration includes scheduling and managing meetings, scheduling interviews, and managing distribution lists, and other duties as assigned.

Knowledge, Skills & Abilities / Management Preferences

• Salary Grade Range: $41,341.00 - $72,113.00
• Recruitment Range: $55,000.00 - $65,000.00
• Applicants who possess the following skills are preferred: Advanced Project Management Expertise (Scope, Budget, Schedule) Strong Stakeholder Management & Communication skills Efficient Vendor Management and negotiation skills Agile & Continuous Delivery Methodologies Managing Matrixed resources, overseeing junior PMs and team members

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

This Position Is Funded In Part Through Federal Funds.

This Role is Eligible To Be Hybrid And Requires Onsite Reporting Located Within Raleigh, NC.

About the NC DHHS Information Technology Division

In collaboration with our partners, the North Carolina Department of Health and Human Services (DHHS) protects the health and safety of all North Carolinians and provides essential health and human services. The IT division (ITD) is one of the divisions that report to the Operational Excellence portfolio. The ITD division comprises four sections: Implementation and Operations, Strategy and Workforce, Enterprise Technology, and Vendor and Finance. ITD offers the following services but not limited to implementations, operations, project/portfolio management, infrastructure, consulting, business division liaison, digital transformation, IT strategy, enterprise technology, IT contract and vendor management, and data office services.

Compensation and Benefits

• Health insurance options
• Standard and supplemental retirement plans
• NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis)
• Paid vacation
• Paid sick leave
• Community service leave
• Paid parental leave

Equal Opportunity & Inclusion

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.

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.

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 four years of related administrative experience; or equivalent combination of education and experience.

High school diploma or one of the following educational qualifications plus years of related experience:- GED, BA or BMS, BA or BMS, or Master’s degree in any relevant field. (If you completed or are in the process of completing a structured Training or Education program, you can also be considered under the "equivalent" pathway.)

Veteran 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 the DD 256 or NGB 22, along with the state application.

Eligibility and Compliance

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.

Additional Employer Information

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.