Administrative Specialist

About the role

The Administrative Specialist provides specialized administrative and fiscal support for the Cancer Prevention and Control Branch within the Division of Public Health. It performs financial processing, procurement coordination, and expenditure tracking to ensure proper allocation and compliance of State and Federal funds in accordance with North Carolina Administrative Code and CDC Cooperative Agreements.

Responsibilities

• Process and reconcile invoices for the Cancer Prevention and Control Branch, ensuring compliance with State and Federal funding requirements.
• Monitor program spending, prepare tracking logs, and support monthly review of expenditures in systems such as Aid to County and Smartsheet.
• Serve as the Branch Purchasing Officer by coordinating purchase requests, completing procurement transactions, and overseeing P-card and E-procurement activities.
• Track and process Contract Expenditure Reports (CERs), maintaining accurate fiscal documentation for grant-related activities.
• Prepare, route, and track travel authorizations, conference approvals, sponsorships, and staff travel reimbursements.
• Maintain internal tracking systems, databases, and resource materials to monitor approvals, document flow, and staff updates.
• Manage fixed asset responsibilities, including data entry, tagging requests, supply inventory, and annual equipment and supply audits.
• Participate in year-end closeout activities by compiling inventory documentation, researching pricing, and preparing required financial reports.
• Support Branch operations through calendar scheduling, conference room coordination, and record retention of grants, CERs, contracts, and travel documentation.
• Provide backup support for meeting correspondence and updates to program databases such as the screening provider database.

Requirements

This role requires applying program-specific knowledge to maintain accurate records, reconcile financial transactions, and ensure timely completion of administrative workflows.

Qualifications

Demonstrated experience performing budgeting, grant accounting, expenditure tracking, and fiscal compliance tasks for State and Federal programs. Skilled in providing financial and administrative support through procurement processing, report preparation, inventory maintenance, and logistics coordination, with consistent accuracy in multi-step workflows. Intermediate-level proficiency with the North Carolina Financial System (NCFS) for reviewing financial activity, entering required information, and supporting program spending oversight. Intermediate-level proficiency with E-procurement platforms used for purchase requests, P-card transactions, and documentation of goods and services received.

Skills and Abilities

Knowledge of North Carolina Administrative Code and CDC Cooperative Agreements. Proficient in processing travel authorizations, conference approvals, and reimbursements using organized tracking systems to maintain real-time documentation status for staff. Intermediate-level proficiency with the North Carolina Financial System (NCFS) for reviewing financial activity, entering required information, and supporting program spending oversight. Intermediate-level proficiency with E-procurement platforms used for purchase requests, P-card transactions, and documentation of goods and services received.

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.

Pay

Salary Grade Range: $39,244.00 - $68,679.00 Recruitment Range: $39,244.00 - $51,645.00

Schedule

The posting will close at 11:59 P.M. the night before the end date. This position is 100% federally funded. This position is eligible for a hybrid work option.