Administrative Specialist

Position: Administrative Specialist I
Agency Dept of Health and Human Services Division Public  Health Job Classification Title Administrative Specialist I (S)
Position NumberGradeNC
08

About 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 Work The Administrative Specialist I position provides administrative and operational support to the Immunization Branch by performing specialized tasks that include procurement processing, travel coordination, invoice reconciliation, and records management. It supports branch preparedness activities related to communicable disease outbreaks and response, ensuring accurate documentation and timely execution of operational workflows.

This role manages inventory tracking, mail processing, directory maintenance, and information summarization across multiple sources. Work requires specialized knowledge of program processes, information systems, and multi‑step administrative procedures within established guidelines. The position operates within the Operations Unit, supporting daily branch needs and ensuring efficient communication with vendors, staff, and internal partners.

Key

Duties Include:

- Create and process purchase orders in coordination with the Purchasing office.

- Reconcile orders, claims, and invoices to support timely and accurate payment processing.

- Prepare travel authorizations, process travel reimbursements, and assist staff with travel‑related requests.

- Track and maintain branch inventory, manage office supply needs, and support procurement activities.

- Process and distribute mail and shipments, maintaining organized records and documentation.

- Summarize and reconcile information from multiple sources to support branch reporting and operational functions.

- Coordinate print requests, service awards, and tracking systems to ensure timely reimbursement of receipts.

- Maintain branch directories and support internal communication through email and telephone response.

- Apply program policies, procedures, and information systems to accurately process administrative tasks.

- Support preparedness and response activities for communicable disease outbreaks within the Immunization Branch.

Knowledge

Skills and Abilities

/Management Preferences Salary Grade Range: $39,244.00 - $68,679.00

Recruitment Range: $39,244.00 - $54,044.00

Candidates 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 processing procurement actions by creating purchase orders, coordinating with vendors, and reconciling orders and invoices to support timely branch operations.

Demonstrated experience managing travel workflows by preparing travel authorizations, processing reimbursements, and assisting staff with required documentation.

Documented organizing and maintaining branch records, inventory tracking systems, mail distribution processes, and office supply operations using established administrative procedures.

Expert proficiency compiling, summarizing, and reconciling information from multiple printed and electronic sources to support reporting, documentation, and operational decision‑making.

Demonstrated experience utilizing program‑specific information systems and office technologies to process administrative tasks, maintain directories, and support daily internal communication.

The Posting Will Close At 11:59 P.M. The Night Before The End Date This Position Is 100% Federally Funded This Position Is Eligible For A Hybrid Work Option About the NC Division of Public Health (DPH):

The NC Division of Public Health works to promote and contribute to the highest…