Administrative Assistant - Chronic Disease

Health Promotion & Chronic Disease Prevention Unit - Bismarck, ND - Administrative Assistant
If you are looking to make a difference and drive your success, you have come to the right place. North Dakota Department of Health & Human Services' mission is to foster positive, comprehensive outcomes by promoting economic, behavioral, and physical health, ensuring a holistic approach to individual and community well-being. We are looking for a candidate with a passion to help the citizens in our state.
This position provides administrative support to multiple Chronic Disease programs. This position will provide support to the Tobacco Prevention and Control Program. If an applicant is a tobacco user, this may be a conflict of interest for this position.
As an Administrative Assistant for Health Promotion & Chronic Disease Prevention you must be able to work independently as well as in groups and have the ability to handle multiple, detailed tasks. Applicants must have excellent telephone and written communication skills and the proven ability to communicate well with internal and external partners. Applicants must be able to maintain confidentiality. Applicants must demonstrate ability to work for multiple supervisors, staff, and programs. Applicants must also be proficient in keyboarding, grammar, and spelling.
This position will work in the Health Promotion & Chronic Disease Prevention Unit and provide administrative support for the following programs: Tobacco Prevention & Control, Colorectal Cancer Screening, Comprehensive Cancer Control, and Women's Way. Duties include:

• Perform office support duties including answering phone calls, forwarding information to appropriate Unit or Department employees, and processing mail
• Create and maintain documents in Microsoft Word, Excel, PowerPoint, and Publisher
• Type and edit correspondence, reports, funding applications, tables, and resource materials
• Schedule trainings and meetings including preparation and logistical coordination; maintain electronic scheduling calendar such as Microsoft Outlook; create and maintain associated e-mail distribution groups
• Arrange conference calls, Microsoft Teams meetings, and videoconference connections
• Initiate and prepare printing requisitions to State Print & Mail and/or outside vendors
• Prepare travel authorizations, make travel arrangements, and complete travel expense vouchers
• Follow procurement and Purchasing Card (P-card) requirements; track the purchase of goods; and maintain records and reconcile statements for P-card
• Collect, enter, and retrieve data using various databases or information systems
• Receive/file hard or electronic copies of protected health information documents
• Organize and maintain division filing system according to the ND Classification System and retention schedule
• Maintain and track inventory of program supplies, equipment, and resource materials
• Process orders for requested information and prepare mail, maintain mailing lists, complete mail merges, coordinate bulk mailings, and ship supplies weighing up to 40 pounds
• Monitor website inquiries for assigned unit programs and route to appropriate team member, if necessary
• General assistance with other office duties as directed or needed including support to other Administrative Assistants within the section

To thrive in this position, you should have experience in:

• Experience in state government.
• Experience in a customer service field area.
• Knowledge and skills in the use of word processing software, development or maintenance of spreadsheets, and database software/applications.

To be considered for this position you are required to have a High School diploma (or GED) or associate degree and one year of experience performing a variety of administrative and office support duties. College-level coursework in business administration, or a related field with coursework reflecting the required abilities, may be substituted for the required work experience on a year-for-year basis.
Applicants must have excellent telephone and written communication skills and the proven ability to communicate well with internal and external partners. Applicants must be able to maintain confidentiality. Applicants must also be proficient in keyboarding, grammar, and spelling.
About HHS:
ND HHS strives to make North Dakota the healthiest state in the nation by reinforcing the foundations of well-being: physical, economic, and behavioral. Those services are to be delivered as close to home as possible with a focus on dignity and respect. The keys to delivery of those services are the 2800 committed, compassionate ND HHS team members and more than $6 billion in funding from nearly 200 different federal, state, and special sources.
Location:
ND HHS utilizes a blended workplace model. This position Bismarck-Mandan and surrounding area. Position requires applicant to work in the office at least three days a week with teleworking two days a week as an option.
About Team ND
"Far and away the best prize life offers is the chance to work hard at work worth doing." - Theodore Roosevelt
More than 7,500 talented, hard-working people across sixty-three agencies have come together as Team North Dakota. At Team ND, we are driven to succeed through gratitude, humility, curiosity and courage. Our purpose is to empower people, improve lives, and inspire success. Join us in being legendary.
Total Rewards: The ND Department of Health and Human Services offers challenging work opportunities, a full range of employee benefits including a fully paid health insurance plan, paid leave, a retirement plan, flexible work schedules, infant-friendly policies, and tuition reimbursement. Position requires applicant to work in the office at least three days a week with teleworking two days a week as an option. Total Rewards:The State of North Dakota is committed to providing team memberswith a strong and competitive rewards package that support you, your health and your family.
Application Procedures
Your resume should include information to demonstrate how you meet the minimum qualifications as posted. If the Department's Human Resource Division is unable to determine that you meet the minimum qualifications, credit will not be given. All application material must be received on or before the closing date by 11:59 pm .
Applicants must be legally authorized to work in the United States. The Department of Health & Human Services does not offer or provide sponsorships.
A copy of your qualifying degrees transcript and any applicable certifications or licensures must be provided at the time of an interview.
For more information about the position or if you need an accommodation, please contact Susan Mormann at smormann@nd.gov or at 701.328.2472.
Employing Unit: ND HHS - Health Promotion & Chronic Disease Prevention Unit
TTY Number: ND Relay Service 1-800-366-6888 (text); 1-800-366-6889 (voice)
If you are experiencing technical difficulties with the Application Process or uploading attachments, please contact recruiter@nd.gov or (701)328-3290.
Equal Employment Opportunity
The State of North Dakota and this hiring agency do not discriminate on the basis of race, color, national origin, sex (including sexual orientation and gender identity), genetics, religion, age or disability in employment or the provisions of services and complies with the provisions of the North Dakota Human Rights Act.
As an employer, the State of North Dakota prohibits smoking in all places of state employment in accordance with N.D.C.C. § 23-12-10.