Administrative Supervisor

AgencyDept of Health and Human ServicesDivisionHealth Service RegulationJob Classification TitleAdministrative Supervisor (S)Position Number60054214GradeNC10About 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 Administrative Supervisor provides administrative and operational support for the Mental Health Licensure and Certification Section, a statewide program responsible for licensing and regulating multiple mental health service types across two branches. The position manages licensure processing activities, oversees fee tracking and compliance coordination, supervises administrative support staff, and serves as a key point of contact for providers, the public, government agencies, and other stakeholders.Work includes ensuring the accuracy and timeliness of licensure actions, supporting public records and legal requests, maintaining administrative procedures, and coordinating activities that support the section's regulatory responsibilities. The position requires independent judgment, strong organizational skills, effective communication, and the ability to manage multiple priorities in a high-volume regulatory environment.Key Duties Include:- Process initial, renewal, and change licensure applications and issue licenses for approved services in accordance with established policies, procedures, and regulatory requirements.- Review licensure documentation for completeness and accuracy and coordinate with program staff to resolve application deficiencies and outstanding requirements.- Coordinate with financial and budget staff to track licensure fees, monitor delinquent payments and penalties, and determine application eligibility based on payment status.- Maintain records and tracking systems related to licensure applications, fee collections, application status, and regulatory actions.- Gather, compile, and disseminate records and documentation in response to public records requests, contested case hearings, and other authorized information requests.- Supervise administrative support staff by assigning work, monitoring performance, providing guidance, and ensuring consistent delivery of customer service and administrative support functions.- Train, mentor, and support staff in licensure processes, regulatory requirements, customer service expectations, and administrative procedures.- Evaluate, update, develop, and implement standard operating procedures to improve efficiency, consistency, and compliance with program requirements.- Serve as a primary point of contact for providers, consumers, government agencies, attorneys, advocacy organizations, and the public by responding to inquiries and providing program-related information and assistance.- Prepare reports, correspondence, and administrative documents to support licensure operations, program administration, regulatory activities, and management decision-making.Knowledge Skills and Abilities/Management PreferencesSalary Grade Range: $43,267.00 - $75,718.00Recruitment Range: $43,267.00 - $61,800.00Candidates 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:Proven expertise applying advanced office administration practices, utilizing effective oral and written communication to coordinate operations, respond to inquiries, prepare correspondence, and provide administrative support within a high-volume regulatory or licensing environment.Documented experience supervising and directing administrative support staff, including assigning work, monitoring performance, providing training and guidance, and ensuring timely completion of program objectives and customer service functions.Advanced proficiency organizing workflow, coordinating multiple business processes, establishing priorities, and managing competing deadlines to support efficient program operations and regulatory activities.Experience communicating and collaborating with employees, providers, members of the public, government agencies, attorneys, advocacy organizations, and other professionals to exchange information, resolve issues, and provide guidance regarding program requirements and processes.Skilled in using Microsoft Excel, Access, and Word to maintain databases, track licensing and regulatory activities, generate reports, analyze information, and manage multiple data systems simultaneously while ensuring accuracy and data integrity.The Posting Will Close At 11:59 P.M. The Night Before The End DateThis Position Is Funded In Part Through Federal FundsThis Position Is Eligible For A Hybrid Work OptionAbout the Division of Health Service Regulation (DHSR):The Division of Health Service Regulation oversees medical, mental health and adult care facilities, emergency medical services, and local jails. We check to see that people receiving care in these facilities are safe and receive appropriate care. We make certain that medical buildings are built only when there is a need for them.About the Mental Health Licensure and Certification Section (MHL&C):The Mental Health Licensure and Certification Section oversees the licensing and regulation of mental health, substance abuse, intellectual disability, and developmental disability facilities across North Carolina. These facilities include intermediate care facilities for individuals with intellectual disabilities, group homes, and day programs serving children and adults. The section conducts initial, annual, and complaint investigations and operates from a main office in Raleigh with a regional office in Black Mountain. It is organized into two branches: the ICF/IID Branch, which certifies intermediate care facilities for Medicaid participation, and the Mental Health Licensure Branch, which licenses and surveys mental health residential and day programs. Survey teams are based in Raleigh, Black Mountain, and Asheville, and consist of consultants from multiple professional disciplines who provide regulatory oversight across several counties.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: .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 .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 INFORMATIONIf there are any questions about this posting, please contact Talent Acquisition at View email address on click.appcast.io . 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 progressively responsible administrative/office management experience, including one year as a lead workerORAn 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:Tresha WalkerContact:DHHS Workday Support Form #J-18808-Ljbffr State of North Carolina - Health & Human Services