Administrative Specialist I

at  North Carolina Dept of Health and Human Services

DESCRIPTION OF WORK

This position provides administrative support to management and survey staff of the Acute and Home Care Licensure and Certification Section within the Division of Health Service Regulation.

Job duties include:

• Providing customer service as the greeter/receptionist, answering a multiple line telephone system and directing callers to the correct individual or section.
• Provides administrative support to the staff and programs in the Acute and Home Care Section which includes answering incoming calls and directing to the appropriate staff or department
• Ordering supplies and maintaining supply inventory, requesting maintenance and repairs of office equipment as needed, processing P-Card reconciliations, and new hire packets, reviewing time validation forms from surveyors at the beginning/end of the month.
• Assuring that State Licensed and Medicare/Medicaid certified providers hold current licenses and Medicare certification
• Updating the Division Master Facility File (MFF) Licensure database and Enterprise system, and assuring accuracy of data entry in the CMS ASPEN database and State Enterprise database
• File management and maintenance for all licensure programs
• Ensuring all essential information and documents are placed in the correct file (digital/paper) and accessible to personnel.
• Compiling and mailing facility listings, and coordinating, prioritizing, collating, and processing annual mass mailings to licensed providers.
• Perform other duties as assigned the Section Chief and / or designee.

This position is located on the beautiful Dorothea Dix Park, just outside of downtown Raleigh.
Hybrid Work Option Available: We trust our employees to be self-motivated and successful in hybrid/remote roles; NC Department of Health and Human Services offers work from home options and variable work schedule flexibility for this position. More information on this arrangement may be obtained at the time of interview.

PHYSICAL REQUIREMENTS:

• Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects.
• Close visual acuity to perform an activity such as: preparing and analyzing data and figures, transcribing; viewing a computer; extensive reading.

MINIMUM EDUCATION AND EXPERIENCE REQUIREMENTS

Some state job postings say you can qualify by an “equivalent combination of education and experience”. If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience OR a combination of both. See oshr.nc.gov/experience-guide for details.
High school diploma or General Educational Development (GED) diploma and two years of related administrative experience;
or
equivalent combination of education and experience.

TO RECEIVE CREDIT FOR ALL OF YOUR WORK HISTORY AND CREDENTIALS, YOU MUST LIST THE INFORMATION ON THE APPLICATION FORM. ANY INFORMATION LISTED UNDER THE TEXT RESUME SECTION OR ON AN ATTACHMENT WILL NOT BE CONSIDERED FOR QUALIFYING CREDIT. QUALIFIED CANDIDATES MUST DOCUMENT ON THE APPLICATION THAT THEY POSSESS ALL OF THE FOLLOWING:

• Thorough knowledge of office procedures, methods, and practices and significant knowledge of and ability to use correct grammar, vocabulary, spelling, and office terminology to compose and/or proofread correspondence, reports and other materials.
• Ability to interpret State and Federal rules and regulations to provide counsel to health care providers and compile, summarize and perform basic analysis of data.
• Accuracy and attentive to details are required critical skills.
• Excellent customer services skills.
• Intermediate computer skills including Microsoft Word, Excel and Outlook and ability to use scanners, facsimile machine, copier, printers, and multi-line phone system.

Job duties include:

• Providing customer service as the greeter/receptionist, answering a multiple line telephone system and directing callers to the correct individual or section.
• Provides administrative support to the staff and programs in the Acute and Home Care Section which includes answering incoming calls and directing to the appropriate staff or department
• Ordering supplies and maintaining supply inventory, requesting maintenance and repairs of office equipment as needed, processing P-Card reconciliations, and new hire packets, reviewing time validation forms from surveyors at the beginning/end of the month.
• Assuring that State Licensed and Medicare/Medicaid certified providers hold current licenses and Medicare certification
• Updating the Division Master Facility File (MFF) Licensure database and Enterprise system, and assuring accuracy of data entry in the CMS ASPEN database and State Enterprise database
• File management and maintenance for all licensure programs
• Ensuring all essential information and documents are placed in the correct file (digital/paper) and accessible to personnel.
• Compiling and mailing facility listings, and coordinating, prioritizing, collating, and processing annual mass mailings to licensed providers.
• Perform other duties as assigned the Section Chief and / or designee