Administrative Specialist I

State of North Carolina•Durham, NC

1d•$39,244 - $68,679•Hybrid

About The Position

The Administrative Specialist I position provides administrative and operational support to the Immunization Branch by performing specialized tasks that include procurement processing, travel coordination, invoice reconciliation, and records management. It supports branch preparedness activities related to communicable disease outbreaks and response, ensuring accurate documentation and timely execution of operational workflows. This role manages inventory tracking, mail processing, directory maintenance, and information summarization across multiple sources. Work requires specialized knowledge of program processes, information systems, and multi‑step administrative procedures within established guidelines. The position operates within the Operations Unit, supporting daily branch needs and ensuring efficient communication with vendors, staff, and internal partners.

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

Intermediate proficiency processing procurement actions by creating purchase orders, coordinating with vendors, and reconciling orders and invoices to support timely branch operations.
Demonstrated experience managing travel workflows by preparing travel authorizations, processing reimbursements, and assisting staff with required documentation.
Documented organizing and maintaining branch records, inventory tracking systems, mail distribution processes, and office supply operations using established administrative procedures.
Expert proficiency compiling, summarizing, and reconciling information from multiple printed and electronic sources to support reporting, documentation, and operational decision‑making.
Demonstrated experience utilizing program‑specific information systems and office technologies to process administrative tasks, maintain directories, and support daily internal communication.

Responsibilities

Create and process purchase orders in coordination with the Purchasing office.
Reconcile orders, claims, and invoices to support timely and accurate payment processing.
Prepare travel authorizations, process travel reimbursements, and assist staff with travel‑related requests.
Track and maintain branch inventory, manage office supply needs, and support procurement activities.
Process and distribute mail and shipments, maintaining organized records and documentation.
Summarize and reconcile information from multiple sources to support branch reporting and operational functions.
Coordinate print requests, service awards, and tracking systems to ensure timely reimbursement of receipts.
Maintain branch directories and support internal communication through email and telephone response.
Apply program policies, procedures, and information systems to accurately process administrative tasks.
Support preparedness and response activities for communicable disease outbreaks within the Immunization Branch.