Business Support Assistant

Agency

Dept of Health and Human Services

Division

Public Health

Job Classification Title

Accounting Clerk II (S)

Position Number

60041501

Grade

NC03

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 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.

Description of Work

The Business Support Assistant position provides para‑professional accounting and business support services for the Vital Records unit within the Division of Public Health, focusing on accurate accounts payable, disbursement processing, and front‑counter customer transactions.

This role processes vendor payments, verifies and reconciles payment data, maintains payment and records files, and troubleshoots issues related to payments and accounts. Work includes collecting and reconciling fees, issuing authorized records, updating electronic and paper record systems, and safeguarding confidential information in accordance with established policies and state laws.

The Business Support Assistant operates in a high‑volume environment under general supervision, meeting deadlines and escalating complex issues as needed to support efficient unit operations.


Key Duties Include:
- Process accounts payable and disbursements for General Accounting invoices, including matching direct invoices to vendor accounts and verifying payment accuracy.

- Reconcile payment data using established formulas and basic analysis; document variances and resolve discrepancies with vendors and internal staff.

- Collect, process, and reconcile front‑counter fees in alignment with established financial controls; prepare daily receipts and balance logs.

- Review customer requests and supporting documentation; determine compliance with applicable policies and state laws before issuing authorized records.

- Enter, update, scan, index, and perform quality control on vital records in electronic and paper systems; maintain organized files and retention schedules.

- Maintain payment and records files; compile summaries and basic reports to support audits and internal reviews.

- Troubleshoot payment and account issues by reviewing transaction histories, contacting vendors or program staff, and documenting resolution steps.

- Process incoming and outgoing mail, including document preparation, distribution, and secure handling of sensitive materials.

- Provide courteous, professional customer service at the front counter; respond to routine inquiries and escalate non‑routine issues to supervisory staff.

- Track workload metrics and meet established deadlines to support consistent, high‑quality business operations across the Vital Records unit.

Knowledge Skills and Abilities/Management Preferences

Salary Range: $31,200.00 - $53,812.00

Recruitment Range: $31,200.00 - $37,142.00

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 (KSAs)/ Management Preferences are not required. Applicants who possess the following skills are preferred: 

• Proficient in processing accounts payable and disbursements for General Accounting invoices; matches direct/matching invoices to vendor accounts, verifies payment accuracy, reconciles payment data, and maintains payment files.

• Advanced skills in collecting and reconciling front‑counter fees using established financial controls; prepares daily receipts, balances logs, and safeguards confidential customer and payment information.

• Experience entering, updating, scanning, indexing, and performing quality control on vital records across electronic and paper systems; maintains organized files and retention schedules to ensure complete and accurate records.

• Professional experience reviewing customer requests and supporting documentation for compliance with applicable policies and state laws; documents outcomes, meets established deadlines, and escalates non‑routine issues under general supervision.

• Documented track record troubleshooting payment and account discrepancies by applying work‑related formulas and basic analysis; compiles summaries and communicates resolutions to vendors and internal staff with courtesy and tact.

REPOST - Previous Applicants Do Not Need To Reapply To Be Considered For This Vacancy 
 

The Posting Will Close At 11:59 P.M. The Night Before The End Date.

About the NC Division of Public Health (DPH):
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 Vital Records:
N.C. Vital Records is part of the DHHS Division of Public Health. In partnership with county registers of deeds offices, local health departments, and birthing facilities throughout the state, we are responsible for recording North Carolina’s vital events. This includes responsibility for legally registering all births, deaths, fetal deaths, marriages, and divorces which occur in North Carolina; coding these events for statistical purposes; maintaining these records; and providing certified or uncertified copies to individuals, researchers, and public health programs.

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 the website for State Benefits. 

Supplemental Contact Information: 

The North Carolina Department of Health and Human Services (DHHS) is an Equal Opportunity Employer that 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. 

In accordance with the Governor’s 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. 

• Answers to Supplemental Questions are not a substitute for providing all relevant information within the body of your application. To receive credit for the supplemental questions, you must provide supporting information within the "Work Experience" section of the application to support your answers. 

• If multiple applications are submitted to an individual posting, only the most recent application received prior to the closing date will be accepted.  Applications must be submitted by 11:59 PM on the closing date. 

• 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. 

• 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 application. The 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 https://www.naces.org/members. 

Degree/College 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 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 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 talentacquisition@dhhs.nc.gov. 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.

High school or General Educational Development (GED) diploma and one years of 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:

Tresha Walker

Email:

talentacquisition@dhhs.nc.gov