Overview
Part-time Admin Support Associate I/II – Mobile Campus Jobs in Mobile, AL at Auburn University
Description of Work
The primary purpose of this position is to serve as the administrative and operational support to the Office of Child Fatality Prevention and components of the Child Fatality Prevention System, such as local teams. The position is responsible for all the administrative, operational, and support needs related to the State Office and reports directly to the Office of Child Fatality Prevention Director. This position functions independently to ensure that the functions of the Office of Child Fatality Prevention run smoothly.
(20%) Administrative Support
Scheduling and coordination of activities and workflow, including coordination and communication with internal and external partners on behalf of the State Office. This could include members of the Child Fatality Task Force (with members of NCGA), DHHS leaders (Office of the Chief Medical Examiner, DPH, DCFW, DSS, etc), Office of Violence Prevention, local teams, as well as other partners.
Assists with scheduling and coordination of trainings and webinars for local teams and others as part of the Child Fatality Prevention System, proactively identifying IT needs, and prepares conference authorizations as needed.
Ensures that all requested meeting requirements are met, reserves space, and needed equipment is tested and in place.
Answers telephones and serves as central contact and triage for the Office on Child Fatality Prevention.
Tracking supplies and anticipating needs for all Office equipment or staff and ensuring orders are placed in timely manner.
Creates and maintains listservs related to the Office of Child Fatality Prevention, including local teams.
(45%) Operational and Business Management Support
Preparing, submitting, and tracking requests for travel and reimbursement within set division deadlines in order to ensure approval prior to travel and reimbursement of expenses in a timely manner.
Responsible for billing oversight, inventory, contract processing and monitoring, Motor Fleet management, budget tracking, and other duties as needed.
Responsible for the processing of local health department contracts (“Agreement Addenda”, AAs), including developing and entering the budgetary estimates into ATC database in accordance with the State Office budget. This also includes tracking of signed AAs from local health departments.
Responsible for tracking and processing data use agreements on behalf of local teams as required for the implementation of the National Fatality Review – Case Reporting System to ensure appropriate data governance.
Knowledge of the State Office on Child Fatality Prevention budget, summarizing funding sources and amounts, and tracking expenditures as it relates to the appropriated budget. Works with the DPH Budget Office and Director on funding decisions.
Ensures Office compliance with records retention.
Responsible for submitting invoices to reconciler for accountability of funds.
Responsible for the yearly Office fixed asset and supply inventories of the State Office.
Assists the Director as requested with human resource tasks, such as position postings, development of materials (justification memos, organizational charts, etc), including completion and tracking of tasks in Neogov.
Verify payment of invoices using NCFS as appropriate.
Assists with compiling and tracking information and responses for Office information requests (general public inquiries, media inquiries, legislative inquiries, Fiscal Research Division requests, etc).
(15%) Data Management and Analysis:
Assistance with pulling reports from the National Fatality Review – Case Reporting System
Compiles data into the National Fatality Review – Case Reporting System, uploading documents as needed, verifying data quality and required fields, and data analysis as needed.
(10%) IT and equipment management
Responsible for requesting IT support for office equipment.
Requisitioning and verification of receipt of office supplies and equipment.
Tracking supplies and anticipating needs for all Office equipment for staff and ensuring orders are placed in timely manner.
Responsible for surplus of all equipment.
(10%) Serve as a member of the Office of Child Fatality Prevention.
Assist with orientation and onboarding of Office staff as needed.
Assists with or conducts needed research and preparing PowerPoint slides and presentations for the OCFP Director as needed.
Edit and format internal and external reports created by the Office of Child Fatality Prevention
Composition and review of documents on behalf of OCFP Director as requested and appropriate, such as memos, emails, reports, presentations, and other types of written communication, using proper grammar, spelling, punctuation, and formatting.
Organizes Office-sponsored events as necessary and ensures event details are carried out appropriately.
Special projects or initiatives related to Child Fatality Prevention System activities and other duties as assigned.
About the NC Division of Public Health:
The NC Division of Public Health works to promote and contribute to the highest possible level of health for the people of North Carolina. Our entire statewide system of public health has dedicated professionals who carry out our mission every day through a wide range of essential and activities touching the lives of everyone in our state.
About the NC Department of Health and Human Services (DHHS):
The North Carolina Department of Health and Human Services (DHHS) is one of the largest, most complex agencies in the state, and has approximately 17,000 employees. It is responsible for ensuring the health, safety, and well-being of all North Carolinians, providing human service needs for special populations including individuals who are deaf, blind, developmentally disabled, and mentally ill, and helping poor North Carolinians achieve economic independence.
Compensation and 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. Visit website for benefits: https://oshr.nc.gov/state-employee-resources/benefits.
For more information about DHHS: https://www.ncdhhs.gov/
Knowledge, Skills and Abilities / Competencies
Listed below are the knowledge, skills and abilities (KSAs) associated with the position. These KSAs, along with the minimum education and experience listed, are required in order to be deemed “eligible” for the position therefore you must provide supporting information, within the body of your application, to demonstrate your possession of each KSA listed.
Qualified applicants must possess, and application must clearly reflect work experience that demonstrates the following:
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.
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 https://oshr.nc.gov/experience-guide for details.
Qualified applicants must possess, and application must clearly reflect work experience that demonstrates the following:
High school diploma or General Educational Development (GED) diploma and four years of related administrative experience;
OR
Equivalent combination of education and experience.
Supplemental and Contact Information
DHHS CONTACT INFORMATION
The North Carolina Department of Health and Human Services (DHHS) is an Equal Opportunity Employer who embraces an Employment First philosophy which consists of complying with all federal laws, state laws and Executive Orders. We are committed to reviewing requests for reasonable accommodation at any time during the hiring process or while on the job. For more information about DHHS: https://www.ncdhhs.gov/.
DHHS uses the Merit-Based Recruitment and Selection Plan to fill positions subject to the State Human Resources Act with the most qualified individuals. Hiring salary will be based on relevant qualifications, internal equity, and budgetary considerations pertinent to the advertised position.
It is critical to our screening and salary determination process that applications contain comprehensive information. Information should be provided in the appropriate areas to include the beginning and ending dates of jobs worked, education with the date graduated, all work experience, and certificates / licenses. Resumes will not be accepted in lieu of completing this application. Answers to Supplemental Questions must refer to education or work experience listed on this application to receive credit. Degrees must be received from appropriately accredited institutions.
Applicants seeking Veteran’s Preference must attach a DD-214 Member-4 Form (Certificate of Release or Discharge from Active Duty) to their applications.
Applicants seeking National Guard Preference must attach a NGB 23A (RPAS) if they are a current member of the NC National Guard in good standing. If a former member of the NC National Guard, who served for at least 6 years and was discharged under honorable conditions, they must attach either a DD256 or NGB 22.
If applicants earned college credit hours but did not complete a degree program, they must attach an unofficial transcript to each application to receive credit for this education.
Applicants may be subject to a criminal background check. All candidates selected for positions considered “Positions of Trust” will be subject to a criminal background check.
Applications for positions requiring specific coursework must be accompanied by a copy of the applicant’s transcript. Applicants with degrees not conferred at a United States college or university must attach verification that their degree is equivalent to a similar degree from a U.S. institution. The Office of State Human Resources uses the National Association of Credential Evaluation Services (NACES) as a referral resource for applicants who need to have their credentials certified as equivalent. For a list of organizations that perform this specialized service, please visit the NACES membership website at https://www.naces.org/members. Transcripts, degree evaluations and cover letters may be uploaded with your application.
NOTE: Applicants will receive communication via email only for updates on the status of their application or any questions on their application. If there are any questions about this posting other than your application status, please contact Talent Acquisition at [email protected]..
For technical issues with your application, please call the NeoGov Help Line at 877-204-4442. If you have a technical issue with your Government Jobs account, please call their Help Line at 1-855-524-5627.
NOTE: For temporary, contract or other supplemental staffing appointments: There are no paid leave, retirement or other benefits associated with these appointment types.
For permanent and time-limited appointments:
Eligible employees have benefits that include employee health insurance options, standard and supplemental retirement plans, NC Flex (a variety of high-quality, low-cost benefits on a pre-tax basis), and paid vacation, sick, and community service leave, to name a few. Paid parental leave is available for eligible employees. Some benefits require 30 + hours work/week for participation.
Title: Part-time Admin Support Associate I/II – Mobile Campus
Company: Auburn University
Location: Mobile, AL
