Rehabilitation Services Office Assistant

: Description of Work

This position is located in Raleigh, NC with the NC Division of Services for the Blind and primarily supports the Chief of Rehabilitation Programs and Facilities as well as program specialists for Deafblind and Assistive Technology, the Independent Living Rehabilitation and Independent Living Older Blind programs and Low Vision. Quarterly surveys compilation, training coordination and monthly data compilation assistance is provided for the DSB Career and Training Center. Support is also provided to the overall rehabilitation services work unit. This position works as part of a support staff team for administration to ensure office coverage and to triage case management system concerns. This position needs to be responsive to requests from the Assistant Director, Director and other DHHS leadership which may result in the need to promptly respond to changing priorities. The Administrative Specialist II must have excellent administrative skills, computer skills, be very conscientious and flexible, well organized and very detailed oriented. Excellent customer service and communication skills are needed in response to statewide inquiries from external and internal customers as well as to solicit deadline-driven data. The Division serves individuals who are visually impaired, blind and deafblind. Many individuals also have additional disabilities. The ability to communicate appropriately with a wide range of individuals is needed. An ability to maintain confidentiality of sensitive information is essential. A high level of attention to detail is needed for this position whose duties include compiling monthly fiscal reports, comparing data for discrepancies, compiling quarterly surveys, proofreading and editing text, tracking deadlines, maintaining electronic and paper files, and reviewing and verifying accuracy of travel requests and reimbursements. Other job duties include distributing mail and faxes, answering the phone and routing calls, composing letters, and troubleshooting office equipment problems. Job responsibilities include the following:

• Compile quantitative and qualitative data according to specified timeframes to be used for federal and state reporting or for internal program and service analysis
• Collaborate with the Admin building support team to provide phone and in-person coverage throughout business hours
• Provide direction and assistance to individuals needing assistance from Division staff
• Coordinate screenings for potential vendors
• Assist with Division projects upon request
• Assist with triage for case management system concerns
• Coordinate the timely distribution and compiling of results for surveys for programs and services
• Proofread and edit narrative documents including reports, policies, procedures and correspondence
• Compile, format, review and maintain electronic and hard copies of policies and procedures
• Reformat documents for readability and accessibility
• Complete transcription of meetings
• Compile training documents and materials and assist with coordination of trainings
• Maintain a list of all new hires and departures and distribute to all in-house trainers upon request
• Process invoices and payments according to approved procedures
• Sort and route mail according to the protocols and team calendar developed by the Director's Executive Assistant
• Operate standard office equipment and assist staff with troubleshooting concerns

Selected applicant needs to have the means to travel as the job requires Since 1935, the mission of the North Carolina Division of Services for the Blind (DSB) has been to enable people who are visually impaired, blind, and deafblind to reach their goals of independence and employment. To see the impact of DSB's involvement in the community, please click on the links below Patricia Turner Christina Sterling About NC Department of Health and Human Services: The North Carolina Department of Health and Human Services (DHHS) serves the needs of the most vulnerable of North Carolinians and to accomplish this, we hire only the most dedicated and caring individuals. Finding qualified clinical professionals to treat and care for our clients is a continual challenge as demand for services grows and the availability of providers struggles to keep pace. We are seeking a motivated individual who is up for this challenge and is dedicated to our mission of providing North Carolinians with the very best in clinical care. Compensation & 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 State Benefits Knowledge, Skills and Abilities / Competencies

To receive credit for all of your work history and credentials, you must list the information on the application form. Any information omitted from the application form, listed under the text resume section, or on an attachment will not be considered for qualifying credit. Please refer to the link below for additional information

• Experience with MS Word and MS Excel
• Accuracy attention to detail

Management preferences:

• Intermediate or advanced proficiency with MS Excel including the ability to generate formulas.
• Experience with individuals with disabilities

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 four years of related administrative experience OR equivalent combination of education and experience

Supplemental and Contact Information

The North Carolina Department of Health and Human Services is an Equal Opportunity Employer. Consideration for this vacancy, all applicants must complete an on-line application using this link, If multiple applications are submitted to an individual posting, only the most recent application received prior to the posting close date will be evaluated for the consideration. Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. To check the status of your application, please log in to your account. You will either receive a call to schedule an interview or an email notifying you when the job has been filled. For technical issues with your application, please call the NeoGov Help Line at 855-524-5627. Applicants will be communicated with via email only for updates on the status of their application. If there are any questions about this posting other than your application status, please contact HR at 919-855-3517.