Child Fatality Prevention Administrator / Administrative Specialist II

State of North Carolina•1915 Health Services Way Wake, NC

12d•$41,206 - $72,113•Onsite

About The Position

The North Carolina Department of Health and Human Services (DHHS) is seeking an Administrative Specialist II to provide administrative and operational support to the Office of Child Fatality Prevention. This role is crucial for ensuring the smooth functioning of the office, which works to coordinate State-level support for the NC Child Fatality Prevention System. The position requires independent functioning to manage administrative, operational, and support needs, reporting directly to the Office of Child Fatality Prevention Director.

Requirements

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

Nice To Haves

Experience managing administrative support for others (data entry, emailing, phone calls, presentation prep).
Demonstrated experience working with internal and external partners on matters such as answering inquiries or assisting with challenges.
Experienced in reimbursements and contract management.

Responsibilities

Provide administrative support, including scheduling and coordinating activities and workflow with internal and external partners.
Assist with scheduling and coordinating trainings and webinars for local teams and others.
Ensure meeting requirements are met, including reserving space and testing equipment.
Serve as the central contact and triage for the Office of Child Fatality Prevention.
Track supplies and anticipate needs for office equipment and staff, ensuring timely orders.
Create and maintain listservs related to the Office of Child Fatality Prevention.
Oversee the State Office of Child Fatality Service account for information distribution.
Prepare, submit, and track travel and reimbursement requests.
Manage billing oversight, inventory, contract processing and monitoring, Motor Fleet management, and budget tracking.
Process local health department contracts and track signed agreements.
Track and process data use agreements for local teams.
Work with the DPH Budget Office and Director on funding decisions.
Ensure Office compliance with records retention policies.
Submit invoices to reconciler for accountability of funds.
Conduct yearly Office fixed asset and supply inventories.
Verify payment of invoices using NCFS.
Assist with compiling and tracking information and responses for Office information requests.
Assist with pulling reports from the National Fatality Review – Case Reporting System.
Assist with compiling data into the National Fatality Review – Case Reporting System, uploading documents, verifying data quality, and performing data analysis.
Involve in case preparation into the National Fatality Review – Case Reporting System, including record requests and preparation of data/information shared with Local Teams.
Request IT support for office equipment.
Requisition and verify receipt of office supplies and equipment.
Track supplies and anticipate needs for all Office equipment for staff.
Manage the surplus of all equipment.
Organize Office-sponsored events and ensure appropriate execution.
Undertake special projects or initiatives related to Child Fatality Prevention System activities.