NC FAST Executive Assistant

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

Job summary

State of North Carolina - Health & Human Services is seeking an Administrative Specialist II to plan and execute HR staffing, records management, and general admin tasks. The role supports 15+ managers and 500+ staff, creating onboarding/offboarding materials, tracking metrics, and preparing reports.

The position requires strong project management, stakeholder communication, and vendor coordination skills, with hybrid onsite reporting in Raleigh, NC.

Qualifications

• Advanced project management with scope, budget, and schedule focus.
• Strong stakeholder management and communication abilities.
• Efficient vendor management and negotiation skills.
• Experience with Agile & Continuous Delivery methodologies.
• Experience managing matrixed resources and junior staff.

Responsibilities

• Plan and perform HR staffing administration and staff records management.
• Provide executive and management support; prepare admin reports and metrics.
• Coordinate onboarding/offboarding forms, guides, and logistics documents.
• Assist managers with data collection, verification, and analysis.

Skills

Advanced Project Management

Stakeholder Management

Vendor Management

Agile & CD

Matrixed Resources

Education

High School Diploma or GED

Four years related administrative experience

Equivalent education/experience mix

Job description

AgencyDept of Health and Human ServicesDivisionSEC OFFICE - INFO TECH - NC FASTJob Classification TitleAdministrative Specialist II (S)Position Number60095530GradeNC09About 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 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 and Abilities/Management PreferencesSalary Grade Range: $ 41,341.00 - $ 72,113.00Recruitment Range: $ 55,000.00 - $ 65,000.00Candidates 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:Advanced Project Management Expertise (Scope, Budget, Schedule)Strong Stakeholder Management & Communication skillsEfficient Vendor Management and negotiation skillsAgile & Continuous Delivery MethodologiesManaging Matrixed resources, overseeing junior PMs and team membersThe Posting Will Close At 11:59 P.M. The Night Before The End DateThis Position Is Funded In Part Through Federal Funds.This Role is Eligible To Be Hybrid And Requires Onsite Reporting Located Within Raleigh, NC.The Position is Time-LimitedAbout 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.About the Office of the Secretary:The Office of the Secretary serves as the executive leadership arm of the North Carolina Department of Health and Human Services (NCDHHS), guiding the Department’s mission to improve the health, safety, and well-being of all North Carolinians. Through strategic oversight and collaborative leadership, the Secretary’s Office supports the effective coordination of over a dozen core divisions, ensuring that agency-wide priorities are aligned, resources are used responsibly, and services are delivered with equity and impact.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 InformationThe 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 INFORMATION:If there are any questions about this posting, please contact Talent Acquisition. 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 four 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:Dejah Victoria SeksayContact:DHHS Workday Support Form