Operations Assistant

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 by 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.

The Operations Assistant serves as a key administrative support role within the State Center for Health Statistics (SCHS) primarily supporting the operations team and acting as the purchasing representative for the Vital Records branch. This position manages procurement activities including commodities, equipment maintenance agreements and fixed assets while ensuring compliance with departmental policies. It also facilitates travel coordination, inventory tracking and front‑office operations requiring strong communication skills to interact with vendors, internal staff and external partners.

The role supports onboarding and off‑boarding processes, building maintenance requests and document routing.

• Create and submit purchase requests in compliance with Division and Department regulations.
• Maintain organized records of purchases, quotes, invoices and vendor communications.
• Monitor and reconcile P‑Card transactions ensuring allowable expenses and timely submission of receipts.
• Track active warranties, subscriptions and contracts and alert leadership to service changes or delays.
• Review and process travel authorizations and reimbursements ensuring adherence to policy and completeness of documentation.
• Communicate with hotels and staff to coordinate prepayments and resolve travel‑related issues.
• Collaborate with ITD to manage fixed‑asset inventory tagging, surplus coordination and annual audits.
• Facilitate onboarding tasks such as badge and parking requests, IT equipment distribution and key issuance.
• Submit work orders for building maintenance and route documents through Docu Sign as needed.
• Receive, sort and distribute SCHS mail and scan pathology reports to designated folders for staff access.

• Demonstrated intermediate proficiency using NCFS for travel authorization processing, reimbursement submission and toolkit navigation.
• Experience managing purchasing workflows in E‑Procurement including vendor communication, documentation tracking and compliance with departmental purchasing policies.
• Proven experience coordinating fixed‑asset inventory and surplus processes including tagging, record‑keeping and scheduling pickups through DOA.
• Experienced in using Docu Sign to route administrative documents such as F‑14 packets and badge forms with accuracy and timeliness.
• Experience in Microsoft Office Suite and Adobe tools for organizing purchase records, scanning pathology reports and maintaining operational documentation.

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 statewide system of public health has dedicated professionals who carry out our mission every day through a wide range of essential activities touching the lives of everyone in our state.

The North Carolina State Center for Health Statistics is a part of the Division of Public Health and is responsible for data collection, health‑related research and production of reports and the maintenance of a comprehensive collection of health statistics. We provide high‑quality health information to ensure more informed decision‑making and effective health policies. Our goal is to improve the health of all North Carolinians and their communities.

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…