Administrative Specialist

Administrative Specialist I (S)

The Administrative Specialist provides specialized administrative and fiscal support for the Cancer Prevention and Control Branch within the Division of Public Health. It performs financial processing, procurement coordination, and expenditure tracking to ensure proper allocation and compliance of State and Federal funds in accordance with North Carolina Administrative Code and CDC Cooperative Agreements. This role supports the Cancer Prevention and Control Branch leadership and staff by managing accounts payable, travel and conference documentation, inventory processes, and related operational tasks. Work requires applying program-specific knowledge to maintain accurate records, reconcile financial transactions, and ensure timely completion of administrative workflows.

Key duties include:

• Process and reconcile invoices for the Cancer Prevention and Control Branch, ensuring compliance with State and Federal funding requirements.
• Monitor program spending, prepare tracking logs, and support monthly review of expenditures in systems such as Aid to County and Smartsheet.
• Serve as the Branch Purchasing Officer by coordinating purchase requests, completing procurement transactions, and overseeing P-card and E-procurement activities.
• Track and process Contract Expenditure Reports (CERs), maintaining accurate fiscal documentation for grant-related activities.
• Prepare, route, and track travel authorizations, conference approvals, sponsorships, and staff travel reimbursements.
• Maintain internal tracking systems, databases, and resource materials to monitor approvals, document flow, and staff updates.
• Manage fixed asset responsibilities, including data entry, tagging requests, supply inventory, and annual equipment and supply audits.
• Participate in year-end closeout activities by compiling inventory documentation, researching pricing, and preparing required financial reports.
• Support Branch operations through calendar scheduling, conference room coordination, and record retention of grants, CERs, contracts, and travel documentation.
• Provide backup support for meeting correspondence and updates to program databases such as the screening provider database.

Salary Grade Range: $39,244.00 - $68,679.00

Recruitment Range: $39,244.00 - $51,645.00

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 performing budgeting, grant accounting, expenditure tracking, and fiscal compliance tasks for State and Federal programs.
• Skilled in providing financial and administrative support through procurement processing, report preparation, inventory maintenance, and logistics coordination, with consistent accuracy in multi-step workflows.
• Proficient in processing travel authorizations, conference approvals, and reimbursements using organized tracking systems to maintain real-time documentation status for staff.
• Intermediate-level proficiency with the North Carolina Financial System (NCFS) for reviewing financial activity, entering required information, and supporting program spending oversight.
• Intermediate-level proficiency with E-procurement platforms used for purchase requests, P-card transactions, and documentation of goods and services received.

Physical Requirements:

• Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• If the use of arm and/or leg controls requires exertion of forces greater than Sedentary Work and the worker sits most of the time, the job is rated for Light Work.

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 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 and activities touching the lives of everyone in our state.

About the Chronic Disease and Injury Section (CDI): The N.C. Division of Public Health's Chronic Disease and Injury Section, along with local health departments and other community partners, works to reduce death and disabilities through education, policy change and various services. Our goal is to help all North Carolinians develop healthy and safe communities and health systems to prevent and control chronic diseases and to eliminate health inequities.

About the Cancer Prevention and Control Branch: As part of CDI, the purpose of the Cancer Prevention and Control Branch is to reduce the overall cancer burden in North Carolina. This is accomplished by:

• Planning, directing, and supporting cancer prevention and control efforts through collaborative work with partners in local, state, and national organizations, and universities.
• Reducing the number of people who get and die from breast and cervical cancers and cardiovascular disease by providing testing and follow-up services for uninsured and underinsured women in North Carolina.
• Identifying opportunities to promote healthy behaviors related to eating, exercising, not using tobacco products, and safe environments.
• Recommending health education activities for everyone.

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 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

Degree/College Credit Verification

Degrees must be received from appropriately accredited institutions. Transcripts, degree evaluations, and cover letters may be uploaded with your application.