Administrative Associate II

Agency Dept of Health and Human Services Division Public Health Job Classification Title Administrative Associate II (S) Position Number 60040990 Grade NC02 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 Administrative Associate II provides essential administrative and clerical support to the Reproductive Health Branch within the Women, Infant, and Community Wellness Section. This position ensures the smooth operation of office functions by managing supplies, coordinating meetings, processing financial documents, and maintaining records. It serves as a key point of contact for internal staff and external stakeholders, requiring familiarity with program procedures and services. The role supports program staff in executing their responsibilities efficiently through timely logistical and technical assistance. Work is performed in an in-office setting with standard weekday hours. Key Duties Include: -Coordinate procurement and distribution of office supplies, equipment, and software in accordance with state purchasing guidelines. -Process invoices, travel reimbursements, and conference authorization forms, ensuring accuracy and timely submission to the Budget Office. -Maintain organized filing systems for both physical and electronic records, including monitoring reports and program documentation. -Provide front-line telephone coverage for the Womens Health Branch, routing calls and responding to inquiries from the public and agency partners. -Manage incoming and outgoing mail, including date-stamping and internal distribution to appropriate staff. -Support meeting and conference logistics by scheduling rooms, arranging catering, preparing materials, and coordinating virtual platforms. -Create and manage surveys using Survey Monkey and compile data for quarterly and year-end reporting. -Operate office equipment and coordinate large-scale printing requests with internal and external vendors. -Assist program staff with administrative tasks related to workshops, webinars, and special projects. -Maintain inventory and verify receipt of ordered items, ensuring compliance with procurement documentation. Knowledge Skills and Abilities/Management Preferences Salary Grade Range: $28,194.00 - $49,340.00 Recruitment Range: $28,194.00 - $35,351.00 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: Demonstrated experience using Microsoft Office Suite (Word, Excel, Outlook, Teams, and PowerPoint) at an intermediate level to create, edit, and manage documents, spreadsheets, email communications, and virtual meetings. Proven experience coordinating logistics for meetings, trainings, or conferences, including scheduling, preparing materials, arranging catering, and managing virtual or in-person setup. Documented experience processing financial transactions such as invoices, travel reimbursements, and purchase requests using internal tracking systems and reconciling with budget documentation. Hands-on experience maintaining organized filing systems for both physical and electronic records, including naming conventions, version control, and secure storage on shared drives. Experience using online survey tools such as SurveyMonkey to create, distribute, and compile data for program evaluation or reporting purposes. The Posting Will Close At 11:59 P.M. The Night Before The End Date This Position Is Funded In Part Through Federal Funds. About the NC Division of Public Health: 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 entire 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. About The Women, Infant and Community Wellness Section: The Women, Infant and Community Wellness Section develops and promotes programs and services that protect the health and well-being of infants and of women during their child-bearing years. The goal is to improve the overall health of women, reduce infant sickness and death, and strengthen families and communities. 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 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 Governors 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 Process: Be 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 Verification Degrees must be received from appropriately accredited institutions. Transcripts, degree evaluations, and cover letters may be uploaded with your application. Veterans 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. ADA Accommodations Consistent 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 at talentacquisition@dhhs.nc.gov. Resumes will not be accepted in lieu of completing this application. Minimum Education and Experience Some 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 or General Educational Development (GED) diploma and one year of administrative experience OR an equivalent combination of education and experience. EEO Statement 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. Recruiter: Dejah Seksay Email: talentacquisition@dhhs.nc.gov DEJAH.SEKSAY@DHHS.NC.GOV North Carolina State Government is one of the states 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. Find your next opportunity today! State Application Resources/Frequently Asked Questions Valuing Education and Experience The State of North Carolina values the knowledge and experience of our jobseekers and current state employees. Approximately 91 percent of state job classifications allow experience to be substituted for education or do not require a post-secondary degree. Learn more about how you may qualify for a position through education or directly related experience, or a combination of both, with the Education and Experience Equivalency Guide. Introduce yourself to our recruiters and we'll get in touch if there's a role that seems like a good match. If you are already a state employee, please search for jobs by clicking here.