Administrative Specialist

State of North Carolina - Health & Human Services; North Carolina; On-site; USD 39,000 - 69,000; Full time

Job summary

The North Carolina Department of Health and Human Services – OCME is seeking an Administrative Specialist I to coordinate appointment and reappointment processes for medical examiners and pathologists statewide. The role requires strong organization, attention to detail, and the ability to manage confidential information and multiple priorities, while using MEIS and FA databases.

Candidates should have two years of related administrative experience or an equivalent combination, and proficiency

Qualifications

• High school diploma or GED required with two years of related administrative experience or equivalent.
• Experience in compiling, organizing, and maintaining information from electronic databases and reports.
• Proficiency with office technology and data entry to ensure data integrity.

Responsibilities

• Coordinate medical examiner and pathologist appointment and reappointment activities.
• Prepare and distribute notification letters, ID cards, and information packets.
• Maintain statewide roster of medical examiners and pathologists in MEIS/FA databases.
• Process address changes and records updates following procedures.
• Respond to inquiries about system requirements, reports, and administrative processes.

Skills

Data management

Database proficiency

MS Office

Communication

Written communication

Education

High school diploma or GED

Tools

MEIS

Forensic Advantage (FA)

Microsoft Office

Job description

AgencyDept of Health and Human ServicesDivisionPublic HealthJob Classification TitleAdministrative Specialist I (S)Position Number60043487GradeNC08About UsThe 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 WorkThe Administrative Specialist position provides administrative support for the North Carolina Medical Examiner System and is responsible for coordinating the appointment and reappointment processes for medical examiners and pathologists statewide.Responsibilities include maintaining appointment records, preparing official correspondence and identification materials, updating and maintaining electronic and paper records, and providing technical and procedural assistance to medical examiners, pathologists, trainers, and other stakeholders.This position supports the accuracy and integrity of information maintained within the Medical Examiner Information System (MEIS) and Forensic Advantage (FA) databases and serves as a resource for questions related to medical examiner operations and procedures. Work requires strong organizational skills, attention to detail, effective communication, and the ability to manage confidential information and multiple priorities.Key Duties Include:- Coordinate medical examiner and pathologist appointment and reappointment activities, including maintaining schedules, tracking actions, and ensuring timely processing of required documentation.- Prepare and distribute appointment and reappointment notification letters, identification cards, information packets, and related correspondence.- Maintain and update the statewide roster of medical examiners and pathologists to ensure accuracy and completeness of appointment records.- Update and maintain records for more than 350 medical examiners and pathologists within the Medical Examiner Information System (MEIS) and Forensic Advantage (FA) databases.- Process address changes, payment information updates, and other personnel record modifications in accordance with established procedures.- Respond to technical and procedural inquiries from medical examiners, pathologists, trainers, and other stakeholders regarding system requirements, reports, and administrative processes.- Assist newly appointed medical examiners and pathologists by providing information, guidance, and support related to participation in the Medical Examiner System.- Maintain, organize, and archive active and inactive paper files for medical examiners and pathologists in accordance with records management requirements.- Support trainer and pathologist activities by preparing materials, providing administrative assistance, and coordinating information requests.- Review records and database information for accuracy, identify discrepancies, and perform corrective updates to ensure data integrity and reliable reporting.Knowledge Skills and Abilities/Management PreferencesSalary Grade Range: $39,244.00 - $68,679.00Candidates 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:Demonstrated experience compiling, organizing, analyzing, and maintaining information from electronic databases, reports, correspondence, and other records to support program operations, record management, and decision-making activities.Proficiency utilizing office technology, database systems, and Microsoft Office applications to enter, update, track, retrieve, and manage information while ensuring data accuracy and integrity.Documented experience identifying issues, researching relevant information, evaluating available options, and implementing appropriate solutions to resolve administrative, procedural, or customer service matters.Expertise-level experience communicating information clearly and effectively through telephone conversations, electronic communications, correspondence, presentations, and direct interactions with staff, stakeholders, and members of the public.Advanced written communication skills through the preparation, review, and editing of correspondence, reports, records, and program documents, ensuring appropriate grammar, organization, accuracy, and language tailored to the intended audience.The Posting Will Close At 11:59 P.M. The Night Before The End DateAbout 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 the Office of the Chief Medical Examiner (OCME):The North Carolina Medical Examiner System is a network of medical doctors and allied health professionals throughout North Carolina who voluntarily devote their time, energy, and medical expertise to see that deaths of a suspicious, unusual or unnatural nature are adequately investigated. The OCME investigates all deaths in North Carolina due to injury or violence, as well as natural deaths that are suspicious, unusual, or unattended by a medical professional.Please visit our website for more info: https://www.ocme.dhhs.nc.gov/Campus Amenities and Benefits at the OCMEWe are located in Raleigh, NC. According to Forbes, we are ranked as one of the top 20 best places to retire and the 2nd most educated city in the country. US News & World ranks Raleigh among the top 15 places to live in the U.S.220,000 square feet state-of-the-art facilityPlentiful Free ParkingEasy access to highways (70, 40 and 440), NC Museum of Art, Umstead State Park, healthcare providers, and shopping centersProximity to globally and nationally ranked universities (NC State, UNC-Chapel Hill, Duke)Fitness area with exercise equipment, classes, and wellness activitiesWeekly Food TrucksCar Cleaning and Detailing Services On-site bimonthlyAnnual Flu Shot Clinic for Employees and FamiliesMonthly and quarterly career development classes, including opportunities for travelingLibrary of academic journals and materials on-siteEmployee Engagement and Staff Development ActivitiesNC OCME Employee Recognition ProgramsState Health Plan and State of NC Employee BenefitsCompensation 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 ProcessBe 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 VerificationDegrees must be received from appropriately accredited institutions. Transcripts, degree evaluations, and cover letters may be uploaded with your application.Veterans’ and National Guard PreferenceApplicants 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 AccommodationsConsistent 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 INFORMATIONIf there are any questions about this posting, please contact Talent Acquisition at [e-mail] . Resumes will not be accepted in lieu of completing this application.Minimum Education and ExperienceSome 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 diploma or General Educational Development (GED) diploma and two years of related administrative experienceORAn equivalent combination of education and experience.EEO StatementT he 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 WalkerContact:DHHS Workday Support Form