Operations Assistant

State of North Carolina

1d•$39,244 - $68,679•Hybrid

About The Position

The Operations Assistant serves as administrative support to the operations team within the State Center for Health Statistics (SCHS) and functions as the primary purchasing representative for the Vital Records branch. This role coordinates purchasing activities for commodities, maintains inventory and fixed assets, and oversees equipment and maintenance agreements in alignment with program needs. Work involves specialized administrative tasks that include multi‑step processing, selection of appropriate actions within procedural guidelines, and the organization and communication of program information. The Operations Assistant engages routinely with vendors, the Purchasing Office, the Budget Office, and SCHS leadership, while also managing front office interactions with staff, mail carriers, and facilities personnel.

Requirements

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

Nice To Haves

Documented experience processing multi‑step administrative tasks within defined procedural and operational guidelines, including verifying data, reconciling information, and organizing program documentation.
Demonstrated proficiency (intermediate level) in maintaining inventory, tracking fixed assets, and managing equipment or maintenance agreement records to support operational continuity.
Established history of coordinating purchasing activities for commodities, including initiating requests, communicating with vendors, and ensuring alignment with purchasing and budget processes.
Consistent use of office technology and software systems—such as Microsoft Office Suite, DocuSign, and electronic procurement tools—to process information, prepare summaries, and support administrative workflow.
Direct experience managing front office interactions by responding to inquiries from staff, mail carriers, and facilities personnel, while maintaining organized records and supporting day‑to-day operational needs.

Responsibilities

Process purchasing requests for commodities and coordinate approvals, serving as the primary purchasing contact for the Vital Records branch.
Maintain inventory records, track fixed assets, and update equipment and maintenance agreement documentation to ensure accurate asset control.
Communicate with vendors, the Purchasing Office, and the Budget Office to confirm order details, resolve discrepancies, and align purchases with established procedures.
Compile, assimilate, and organize printed and electronic information to support purchasing decisions and operational reporting.
Prepare summaries and reconcile purchasing and inventory information to ensure data accuracy and timely reporting.
Route documents for signature using electronic signature tools and maintain organized records for audit and reference.
Utilize office technology and software to process information, generate reports, and support daily operations.
Manage front office inquiries, coordinate entry and exit interactions, and provide reliable point‑of‑contact service for staff, mail carriers, and facilities personnel.
Conduct data collection and analysis related to purchasing and inventory to identify issues and propose procedural solutions.
Coordinate the disposition of surplus items in accordance with established processes and maintain documentation of transfers.

Benefits

The State of North Carolina offers excellent comprehensive 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.

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