Administrative Specialist I / Office Coordinator

State of North Carolina

9h•Hybrid

About The Position

The North Carolina Department of Health and Human Services (DHHS) is one of the largest, most complex agencies in the state, with 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. The North Carolina Early Intervention Section is a part of the Division of Child and Family Well-Being and is the lead agency for the N.C. Infant-Toddler Program. This program provides supports and services for families and their children, birth to three, who have developmental delays and/or disabilities. Children's Developmental Services Agencies (CDSAs) are the local agencies that implement the NC ITP across North Carolina, working with local service providers to help families help their children succeed. This position serves as a member of a team with shared work responsibilities involving the operational functions of the CDSA. This role supports functions that allow the CDSA to maximize agency revenues, maintain staff efficiency, and comply with state and federal requirements. This position is located in the CDSA of WNC in Asheville, NC.

Requirements

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

Nice To Haves

Knowledge of Office Protocols & Procedures: Demonstrated understanding of standard office practices, policies, and procedural guidelines, with the ability to ensure compliance and consistency in daily operations.
Workflow Coordination & Organization: Proven ability to prioritize tasks, organize workflow, and coordinate activities to support efficient office operations and meet deadlines.
Effective Communication Skills: Strong verbal and written communication skills, with the ability to clearly convey information to diverse audiences and produce professional documentation.
Problem-Solving & Policy Application: Ability to interpret policies and procedures, address questions, and resolve issues effectively while maintaining compliance with organizational standards.
Relationship Management & Data Analysis: Skilled in building and maintaining effective working relationships across all levels of staff, while also analyzing data to identify trends, patterns, and key variables for informed decision-decision-making.
Experience with independent office support
Experience working with medical records, databases, and spreadsheets
Experience with general office responsibilities and task prioritization

Responsibilities

Perform Receptionist Duties such as answering telephone, greeting visitors, processing incoming/outgoing mail, etc.
Process and coordinate referrals in accordance with Infant-Toddler Program requirements
Assist medical records assistant with medical records duties
Perform data entry and data management
Assist Director and Assistant Director with projects as needed
Provide quality assurance support to QA Coordinator
Manage daily office functions to promote efficiency and consistency for general office procedures
Communicate with internal and external stakeholders
Provide back-up for other support staff