Operations Assistant

State of North Carolina

10d

About The Position

The Operations Assistant serves as a key administrative support role within the State Center for Health Statistics (SCHS), primarily supporting the operations team and acting as the purchasing representative for the Vital Records branch. This position manages procurement activities including commodities, equipment, maintenance agreements, and fixed assets, while ensuring compliance with departmental policies. It also facilitates travel coordination, inventory tracking, and front office operations, requiring strong communication skills to interact with vendors, internal staff, and external partners. The role supports onboarding and offboarding processes, building maintenance requests, and document routing.

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

• Demonstrated intermediate proficiency using NCFS for travel authorization processing, reimbursement submission, and toolkit navigation.
• Experience managing purchasing workflows in E-Procurement, including vendor communication, documentation tracking, and compliance with departmental purchasing policies.
• Proven experience coordinating fixed asset inventory and surplus processes, including tagging, recordkeeping, and scheduling pickups through DOA.
• Experienced in using DocuSign to route administrative documents such as F-14 packets and badge forms with accuracy and timeliness.
• Experience in Microsoft Office Suite and Adobe tools for organizing purchase records, scanning pathology reports, and maintaining operational documentation.

Responsibilities

• Create and submit purchase requests in compliance with Division and Department regulations.
• Maintain organized records of purchases, quotes, invoices, and vendor communications.
• Monitor and reconcile P-Card transactions, ensuring allowable expenses and timely submission of receipts.
• Track active warranties, subscriptions, and contracts, and alert leadership to service changes or delays.
• Review and process travel authorizations and reimbursements, ensuring adherence to policy and completeness of documentation.
• Communicate with hotels and staff to coordinate prepayments and resolve travel-related issues.
• Collaborate with ITD to manage fixed asset inventory, tagging, surplus coordination, and annual audits.
• Facilitate onboarding tasks such as badge and parking requests, IT equipment distribution, and key issuance.
• Submit work orders for building maintenance and route documents through DocuSign as needed.
• Receive, sort, and distribute SCHS mail and scan pathology reports to designated folders for staff access.

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