Description of Work

The Division of Public Health is accepting applications for an Operations Assistant/Administrative Specialist I. This position will serve as an Operations Assistant supporting the State Center for Health Statistics (SCHS) section and its branches. The primary function of this position is to serve as a member of the Operations team with the following duties/tasks:

• Conduct purchasing for the section per DPH procedures and software (eProcurement). Adhere to those procedures, track all steps in the purchasing process, requisitions, develop written justifications and specifications, P-Card usage, and processing.
• Maintain all purchasing operational procedures per the daily administration of SCHS purchasing affairs and attending operational meetings as required within the section.
• Regularly communicates with vendors and internal customers relating to needs for SCHS and its branches.
• Writes and prepares invoices for contract partners to pay SCHS for various work completed.
• Process all Travel Authorizations for the section following DPH Travel Policies, including organizing hotel prepayments, registration fees, and airline invoices.
• Reviews staff reimbursement forms to ensure correctness and validity of the request before submitting to the internal Accounts Payable team.
• Assist with scanning of files for programs.
• Issuance and tracking of keys that are issued to employees so that only persons with need to have access to certain areas.
• Responsible for new permanent and temporary employee activities/paperwork, such as badges and parking forms.
• Provide support in the coordination of office space allocations for both permanent and temporary employees.
• Assist with SCHS operations duties and projects as needed.

Knowledge, Skills and Abilities / Competencies

To receive credit for all of your work history and credentials, you must list the information on the application form. Any information listed under the text resume section or on an attachment will not be considered for qualifying credit. Qualified candidates must document on the application that they possess all of the following:

• Experience in business practices and procedures related to billing and accounts receivable.
• Experience in procurement procedures, such as ordering, receiving, and distributing purchased supplies.
• Technical proficiency in Microsoft Office, including Excel.
• Experience in developing plans to accomplish work operations efficiently.

Minimum Education and Experience Requirements

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 oshr.nc.gov/experience-guide for details.
High school diploma or General Educational Development (GED) diploma and two years of related administrative experience;
OR
equivalent combination of education and experience.

Supplemental and Contact Information