Administrative Specialist I

State of North Carolina

1d

About The Position

This position serves as an Administrative Specialist I within the Cancer Prevention and Control Branch, providing comprehensive fiscal and administrative support to the Branch Program Manager and staff. The role ensures accurate allocation and compliance of federal and state funds in accordance with North Carolina Administrative Codes, work plans, and CDC cooperative agreements. Responsibilities include managing procurement processes, processing invoices and travel reimbursements, maintaining inventory, and supporting record retention for grants and contracts. The position operates in a fast-paced environment requiring strong organizational skills and attention to detail to meet program and regulatory requirements.

Requirements

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

Nice To Haves

• Documented experience managing budgeting processes and grant accounting with expert proficiency in expenditure tracking and fiscal compliance.
• Proven experience coordinating procurement activities using E-procurement systems and P-card transactions, ensuring adherence to state and federal regulations.
• Hands-on experience processing and reconciling travel authorizations, conference approvals, and reimbursements while maintaining organized tracking systems for approvals and documentation.
• Demonstrated experience maintaining and auditing fixed asset inventories, including annual reconciliation, tagging, and reporting through state financial systems.
• Experience developing and maintaining internal databases, templates, and tracking logs for monitoring program spending and supporting operational workflows.

Responsibilities

• Process and reconcile invoices for payment through the DHHS Controller’s Office.
• Prepare and submit purchase requests, direct pay purchases, P-card transactions, and E-procurement orders to ensure timely receipt of goods and services.
• Track and process Contract Expenditure Reports (CERs) and maintain accurate fiscal records.
• Oversee completion and submission of travel authorizations, conference approvals, and travel reimbursements for Branch staff.
• Serve as Branch Purchasing Officer and monitor procurement activities for compliance with grant deliverables and state regulations.
• Create and maintain templates, tracking logs, and internal databases to monitor spending and document approvals.
• Manage fixed asset inventory, including annual audits, tagging, and reporting to the Controller’s Office.
• Coordinate surplus management for branch equipment, furniture, and supplies.
• Maintain record retention systems for grants, contracts, CERs, and travel documentation in accordance with policy.
• Provide backup support for calendar scheduling, conference room reservations, and meeting 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.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED
• Number of Employees: 1,001-5,000 employees