Executive Assistant

Agency

Dept of Health and Human Services

Division

Deaf and Hard of Hearing

Job Classification Title

Executive Assistant I (S)

Position Number

Grade

NC11

About Us

The North Carolina Department of Health and Human Services (DHHS) is one of the largest most complex agencies in the state and has approximately 17000 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.

Description of Work

The Executive Assistant provides high-level administrative support to the Division Director and Assistant Division Director who oversee all operations across the Division including seven regional centers serving all 100 counties in North Carolina.

As Executive Assistant you will regularly handle sensitive confidential information with discretion and professionalism. You will take direction from DSDHH Leadership to manage competing priorities and deadlines with high organization adaptability and open-mindedness. You will collaborate frequently with the Division Director by scheduling and coordinating virtual and in-person meetings for the Director with both internal and external key stakeholders joining crucial meetings and taking notes. Additional tasks are listed below:

-Budget tracking
-Documentation preparation
-Document review
-Document reporting
-Note-taking for meetings
-Event management
-Meeting coordination
-Document filing
-Sending out internal and external communications
-Requesting communication access
-Coordinating with the Communication Access Team to host large events and All-Staff Meetings
-Meeting tracking and spreadsheet creation
-Lead Executive Team logistics meetings to prepare for Executive Team meetings
-Schedule meetings with ASL interpreters and CART captioning

This position will be fast paced with competing demands. You must be able to prioritize given tasks effectively and complete them independently without additional prompting. You will be expected to arrive prior to the Director each morning and ensure he is prepared for all scheduled meetings for that day. This position will require extensive note taking including but not limited to all-day Council meetings or other high-profile trainings and events. The turnaround time for completion is expected quickly and efficiently. You will work collaboratively with the Interpreter for the Director to ensure no gaps in services and coordinate meetings and events rapidly.

Knowledge Skills and Abilities/Management Preferences

Salary Range: $45431 - $79504

Recruitment Range: $45431 - $70000

Candidates now meet the minimum qualifications of a position if they meet the minimum education and experience listed on the vacancy announcement.

The Knowledge Skills and Abilities/ Management Preferences are not required. Applicants who possess the following skills are preferred.

• Experience coordinating complex travel arrangements for staff including transportation lodging and reimbursements in compliance with organizational policies.
• Skilled in drafting and editing executive-level correspondence reports meeting minutes and other formal documents with precision ensuring consistency with grammar punctuation formatting and organizational standards.
• Experienced in managing day-to-day office operations demonstrating initiative in coordinating workflows streamlining administrative processes and supporting senior leadership in a dynamic environment.
• Proficient in organizing and coordinating meetings and schedules for multiple team members with a strong commitment to providing responsive and high-quality service to diverse internal and external stakeholders.
• Adept at multitasking in a high-demand settingbalancing phone coverage written communications guest reception and meeting support with professionalism and poise.

This position will close at 11:59 p.m. the night before the end date.

The Division of Services for the Deaf and Hard of Hearing works to ensure that all Deaf Hard of Hearing or DeafBlind North Carolinians have the ability to communicate their needs and to receive information easily and effectively in all aspects of their lives especially their health and well-being

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 addition paid parental leave is available to eligible employees.

Visit website forState Benefits

Supplemental and Contact Information

The North Carolina Department of Health and Human Services (DHHS) is an Equal Opportunity Employerthat embraces an Employment First philosophy which consists of complying with all federallaws 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: 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.

In accordance with the Governors Executive Order 303 our agency supports second-chance employment for individuals who were previously incarcerated or justice-involved. We invite all potential applicants to apply for positions for which they may be qualified.

Application Process
Be sure to complete the application in its entirety. Resumes will not be accepted in lieu of completing this application.

• Information should be provided in the appropriate areas to include the following: Education including high school and all degrees obtained Work Experience and Certificates & Licenses. It is critical to our screening and salary determination process that applications contain comprehensive candidate information.
• Applicantsmaybe subject to a criminal background check. All candidates selected for positions considered Positions of Trustwill besubject to a criminal background check.
• 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. Upon the closing date applications are Under Review and will be screened by Human Resources for qualified applicants. The hiring process may take several weeks.
• Degrees must be received from appropriately accredited institutions. Transcripts and degree evaluations may be uploaded with your State of North Carolina/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 Credit Verification

  Degrees must be received from appropriately accredited institutions. Transcripts degree evaluations and cover letters may be uploaded with your application.

  Veterans and National Guard Preference

  • Applicants seeking Veterans Preference must attach aDD-214 Member-4 Form(Certificate of Release or Discharge from Active Duty) to their applications.
  • Applicants seeking National Guard Preference must attach an NGB 23A (RPAS) along with the state application if they are a current member of the NC National Guard in good standing.
  • Applicants who are former members of either the NC Army National Guard or the NC Air National Guard with honorable discharge and six years of creditable service must attach a copy of the DD 256 or NGB 22 along with the state application.

  ADA Accommodations

  Consistent with the Americans with Disabilities Act (ADA) and the Pregnant Workers Fairness Act (PWFA) DHHS is committed to the full inclusion of all qualified individuals. As part of this commitment DHHS will ensure that people with disabilities or known limitations covered by the PWFA are provided with reasonable accommodation. If reasonable accommodation is needed to participate in the job application or interview process please contact the person indicated below.

  CONTACT INFORMATION:

  If there are any questions about this posting please contact Talent Acquisition at. Resumes will not be accepted in lieu of completing this application.

  Minimum Education and Experience

  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 the Education and Experience Equivalency Guide for details.

  Bachelors degree preferably in business administration or a related discipline from an appropriately accredited institution; or Associates degree in secretarial science business administration or a related discipline from an appropriately accredited institution and two years of progressively responsible administrative/office management experience; or High school or General Educational Development (GED) diploma and four years of progressively responsible administrative/office management experience; or an equivalent combination of education and experience.

  EEO Statement

  The State of North Carolina is an Equal Employment Opportunity Employer and dedicated to providing employees with a work environment free from all forms of unlawful employment discrimination harassment or retaliation. The state provides reasonable accommodation to employees and applicants with disabilities; known limitations related to pregnancy childbirth or related medical conditions; and for religious beliefs observances and practices.

  Recruiter:

  Cheryl Adams Eatmon

  Email: