Administrative Specialist I

Administrative Specialist I (S)

The primary purpose of this position is to provide essential administrative and fulfillment support to the SHIIP Division, ensuring smooth daily operations and high‑quality service delivery. The position manages a variety of administrative tasks, including routing consumer calls, scheduling counseling appointments, processing mail, entering data into reporting systems, and maintaining complaint records. It also serves as a liaison for building and IT service needs and offers back‑up support to the SHIIP Office Manager.

In addition, the role oversees the inventory, organization, and distribution of SHIIP, SMP, and CMS publications and incentive materials. Responsibilities include coordinating vendor deliveries, restocking materials, fulfilling online orders, maintaining accurate inventory counts, and assisting with process improvements in material fulfillment.

Key responsibilities include receiving and routing inbound calls related to services offered by the Consumer Assistance, Agent Services, and Health Services Groups, as well as scheduling and maintaining consumer counseling appointments. The role coordinates scheduled and unscheduled appointments with the NCDOI Building Receptionist and assigned staff, prepares and processes all incoming and outgoing mail, and performs data entry within federal and agency reporting systems. Additional duties include preparing Division certificates, scanning and uploading consumer complaint documents into the OTIS database, and serving as the Division liaison for building maintenance and IT service tickets. The position also provides back‑up administrative support to the SHIIP Office Manager and contributes to operational efficiency through other assigned tasks. This position also oversees the management and distribution of SHIIP, SMP, and CMS publications and incentive items. Responsibilities include maintaining an organized and accurate inventory, coordinating vendor deliveries, and unloading and stocking materials in the storage area (with required lifting up to 40 lbs., and bending, stretching, and climbing). Under the direction of the Special Projects Manager, the role monitors inventory to forecast needs and prevent shortages. The position prepares and fulfills online publication and incentive item orders for SHIIP coordinators, volunteers, Regional Managers, partners, and stakeholder groups, ensuring the online order form remains current and accurate. Working with the SHIIP Director, the position also supports process improvement efforts related to order fulfillment and distribution.

Effective July 1, 2025, candidates now meet the minimum qualifications of a position if they have the minimum education and experience listed from the class specification. The knowledge, skills, and abilities listed in the vacancy announcement should be used as management preferences and be used to screen for the most qualified pool of applicants.

Management Preferences:

• Demonstrated excellence in verbal and written communication, with the ability to convey information clearly and professionally.
• Proficient in the use of business software and systems, including the Microsoft Office Suite.
• Strong organizational and time-management skills, with the ability to prioritize and seamlessly transition between multiple tasks and responsibilities.
• Working knowledge of data collection, records management, and information storage practices, with the ability to compile, file, organize, and maintain both electronic and hard-copy records efficiently.

Minimum Education and Experience:

High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.

Benefits of NC State Employment:

• 12 Annual paid Holidays
• North Carolina State Health Plan administered by AETNA
• Supplemental Benefits including: Flexible Spending Accounts, Accident Insurance, Cancer & Specified Disease, Critical Illness, Dental and Vision
• NC State Retirement (TSERS)
• WeSave Employee Discounts

For consideration for this vacancy, all applicants must complete an online application using the "APPLY" button above. To receive credit for your work history and credentials, you must list the information on the State Application. Any information omitted from your application cannot be considered for qualifying credit.

Applications with "see attached" or resumes in lieu of completed education and work experience on the formal application will be deemed incomplete and will not be eligible for consideration for the vacancy. Applications for positions requiring specific coursework must be accompanied by a copy of the applicant's transcript.

The Department of Insurance/Industrial Commission may conduct criminal history checks of all job applicants recommended for employment. Failure to accurately acknowledge information on criminal convictions on the state application form will be grounds for non-consideration of applications, disciplinary action, and possible criminal prosecution. The Department of Insurance/Industrial Commission is an Equal Employment Opportunity employer and uses the merit-based recruitment and selection plan to fill positions subject to the State Personnel Act with the most qualified individuals.

• Academic Degrees must be from appropriately accredited institutions and will be verified. If you are selected for a position at DOI/IC, your academic credentials will be verified.
• Applicants requesting and receiving an accommodation under the Americans with Disabilities Act (ADA) are eligible to submit paper applications via mail or by fax.
• Applicants seeking Veteran's Preference under N.C.G.S .126 must submit a DD Form 214, Certificate of Release or Discharge from Active Duty. This information may be attached to the online application or be faxed on or before the closing date.

Applicants may check the status of their application for a vacancy at any time by logging in to the government jobs system. Once the applicant has logged in, the status of each submitted application is documented next to each vacancy for which they have applied.

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: Carlie Grace Perry

Recruiter Email: View email address on click.appcast.io