ADMINISTRATIVE SECRETARY

State of New Hampshire

New Hampshire

On-site

USD 25,000 - 36,000

Full time

14 days+

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Benefits offered by this job

Dental Plan

Flexible Spending healthcare

State retirement plan

Wellness Program

Job summary

State of New Hampshire’s Department of Justice/Office of the Chief Medical Examiner seeks an Administrative Secretary to support the Chief Medical Examiner and staff with secretarial and admin duties.

Responsibilities include composing correspondence, managing case folders, and coordinating with internal and external partners to maintain efficient operations. This role requires organized handling of confidential records and timely communication.

Qualifications

Associate’s degree and 2 years of experience or equivalent combination.
Experience in health information management, medical administration, criminal justice, public administration, or related field.
Valid driver’s license or access to transportation.

Responsibilities

Provides administrative and secretarial support to the Chief Medical Examiner, Deputy Chief Medical Examiner, and Associate Medical Examiner.
Composes letters, forms, and memoranda to ensure timely completion and distribution of documents to stakeholders.
Prepares case folders for daily autopsy cases.
Utilizes an electronic database, organizes entries by NH OCME numbering protocol for case files.
Electronically assigns cases initiated by investigators to the appropriate pathologist.
Receives and files autopsy documentation; handles medical records requests.

Skills

Administrative experience

Records management

Confidential information handling

Professional communication

Education

Associate’s degree

2 years of experience or equivalent

Job description

State of New Hampshire Job Posting

Department of Justice/Office of the Chief Medical Examiner

279 Pleasant St, Concord NH 03301

ADMINISTRATIVE SECRETARY

Position #10323

$17.81/hour - $26.41/hour

See total compensation information at the bottom of announcement.

The State of New Hampshire, Department of Justice, Office of the Chief Medical Examiner has a full‑time vacancy for an Administrative Secretary.

Summary

To provide comprehensive medico‑legal secretarial and administrative support, assisting the Chief Medical Examiner and staff in the effective and efficient performance of their duties within the Office of the Chief Medical Examiner.

Responsibilities

Provides administrative and secretarial support to the Chief Medical Examiner, Deputy Chief Medical Examiner, and Associate Medical Examiner. Composes letters, forms, and memoranda to ensure the timely completion and distribution of documents to stakeholders. Prepares case folders for daily autopsy cases.

Utilizes an electronic database, organizes all entries by other users to adhere to the NH OCME numbering protocol for case files. Electronically assigns cases initiated by investigators to the appropriate case pathologist. Receives paper documentation associated with autopsies and files it appropriately.

Acts as a liaison between departments and agencies, both internal and external to state government, to ensure the efficient operation of the office.

Processes all requests for medical records from ADMEs and pathologists. Handles all requests for reports from next‑of‑kin, outside agencies, law offices, insurance companies, etc. Sends electronic cause‑of‑death documents to all stakeholders, when indicated, within 24 hours of autopsy completion and again upon final certification of the case.

Interfaces daily with New England Donor Services regarding cases meeting established referral criteria. Submits required documentation and uploads pathology reports from NEDS into the electronic case management system.

Receives and screens telephone calls and refers critical complaints to organizational personnel to ensure efficient office operations. Is responsive through multiple communication modalities, including, but not limited to, telephone, email, fax, and internal database messaging.

Organizes, secures, and maintains medical records and files to ensure accurate recordkeeping and efficient access to documentation.

Provides autopsy and toxicology reports to appropriate individuals upon written request after ensuring they have the legal authority to receive them.

Acts as the final review for case reports within MDI Log to ensure all information is entered accurately based on review of death certificates and documentation received from the pathologist assigned to the case. Maintains cohesion of the electronic record, ensuring that originals stored in physical files are available in the electronic case file.

For further information please contact Tom Kaempfer, Director of Administration, Thomas.Kaempfer@doj.nh.gov (603)271-1234.

YOUR EXPERIENCE COUNTS

Each additional year of approved formal education may be substituted for one year of required work experience and/or each additional year of approved work experience may be substituted for one year of required formal education.

MINIMUM QUALIFICATIONS

Education/Experience: Associate’s degree and 2 years of experience OR equivalent combination of 3 years of education and experience after completion of high school. Education and experience must be in health information management, medical administration, criminal justice, public administration, legal studies or support, business administration or related field.

License/Certification: Valid driver’s license or access to transportation for travel throughout the state.

Other Requirements: None

Trainee Option: Not applicable

PREFERRED QUALIFICATIONS

Strong administrative experience in a medical, legal, forensic, or government settings. Proven proficiency in records management, handling confidential information, using database systems, and professional communication. Familiarity with medical terminology, forensic science, or health records management is highly desirable.

AFTER-HIRE REQUIREMENTS

None

CAREER ADVANCEMENT OPPORTUNITIES

In-Band Advancement Available: Yes No

Criteria: None

Broad Group Level Advancement Available: Yes No

Criteria: None

DISCLAIMERS

The supplemental job description lists the essential functions of the position and is not intended to include every job duty and responsibility specific to the position. An employee may be required to perform other related duties not listed on the supplemental job description provided that such duties are characteristic of that job title.

When applicable, the work of an employee in trainee status in this position shall be overseen by a fully qualified individual. An employee in trainee status shall meet the minimum qualifications within the period of time specified on the SJD, not to exceed one year of being hired into this position.

TOTAL COMPENSATION INFORMATION

The State of NH total compensation package features an outstanding set of employee benefits, including:

HMO or POS Medical and Prescription Drug Benefits

The actual value of State-paid health benefits and the amount of employee health benefit contributions may vary depending on the type of plan selected and the bargaining unit with which a position is associated.

See this link for details on State-paid health benefits: https://www.das.nh.gov/hr/benefits.aspx

Value of State's share of Employee's Retirement: 12.87% of pay

Other Benefits