Administrative Associate II
About The Position
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.
Requirements
- High school or General Educational Development (GED) diploma and one year of administrative experience
- an equivalent combination of education and experience.
Nice To Haves
- 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.
Responsibilities
- 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 Women's 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.
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.
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Industry
Executive, Legislative, and Other General Government Support
Education Level
High school or GED
Number of Employees
1,001-5,000 employees
