Administrative Specialist

Health & Human Services; Raleigh (NC); On-site; USD 39,000 - 69,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Paid leave

Job summary

Health & Human Services in Raleigh, NC, seeks an Administrative Specialist I to support the North Carolina Medical Examiner System. You will coordinate appointment processes for medical examiners and pathologists statewide, manage records, and ensure data integrity across MEIS and FA databases.

This role requires strong organizational skills, attention to detail, and the ability to handle confidential information while balancing multiple priorities in a public-sector environment.

Qualifications

• Strong organizational skills and attention to detail are essential for coordinating appointment processes.
• Excellent written and verbal communication abilities for correspondence and stakeholder support.
• Ability to handle confidential information and manage multiple priorities in a public-sector environment.

Responsibilities

• Coordinate medical examiner and pathologist appointment and reappointment activities, including schedules and documentation.
• Prepare and distribute appointment letters, identification materials, packets, and related correspondence.
• Maintain statewide roster of medical examiners and pathologists to ensure accuracy.
• Update and maintain MEIS and FA databases with current records for 350+ medical examiners and pathologists.
• Process address changes and personnel record updates per established procedures.
• Respond to inquiries about system requirements, reports, and administrative processes.

Skills

Organizational skills

Attention to detail

Communication skills

Job description

Administrative Specialist I (S)

Position Number: 60043487 Grade NC08

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

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 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.

Work requires strong organizational skills, attention to detail, effective communication, and the ability to manage confidential information and multiple priorities.

Responsibilities

• Maintain appointment records, prepare official correspondence and identification materials, update and maintain electronic and paper records, and provide 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.

Key Duties

• 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.

Salary and Benefits

• Salary Grade Range: $39,244.00 - $68,679.00

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.

Campus Amenities

• We 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 facility
• Plentiful Free Parking
• Easy access to highways (70, 40 and 440), NC Museum of Art, Umstead State Park, healthcare providers, and shopping centers
• Proximity to globally and nationally ranked universities (NC State, UNC‑Chapel Hill, Duke)
• Fitness area with exercise equipment, classes, and wellness activities
• Weekly Food Trucks
• Car Cleaning and Detailing Services
• On‑site bimonthly Annual Flu Shot Clinic for Employees and Families
• Monthly and quarterly career development classes, including opportunities for traveling
• Library of academic journals and materials on‑site
• Employee Engagement and Staff Development Activities
• NC OCME Employee Recognition Programs
• State Health Plan and State of NC Employee Benefits

Equal Opportunity Statement

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.

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 are committed 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.

Eligibility Requirements

Applicants may be subject to a criminal background check.

Applicants who must submit transcripts and degree evaluations may upload them with your application.

Veteran's 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. 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 [e-mail].

Recruiter: Tresha Walker

Contact: DHHS Workday Support

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 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/