Administrative Specialist

State of North Carolina; Wake Forest (NC); On-site; USD 39,000 - 69,000; Full time

Job summary

The North Carolina Department of Health and Human Services (DHHS) Office of the Chief Medical Examiner (OCME) is seeking an Administrative Specialist I to provide administrative support for the Medical Examiner System.

This role coordinates appointment and reappointment processes for medical examiners and pathologists statewide, maintaining records, correspondence, and system data with accuracy and confidentiality.

Qualifications

• High school diploma or GED and two years of related administrative experience.
• Proficient in Microsoft Office applications and office technology.
• Experience handling confidential information with attention to accuracy.
• Strong written and verbal communication with stakeholders and staff.
• Proven ability to manage multiple priorities and data records.

Responsibilities

• Coordinate appointment and reappointment activities for medical examiners and pathologists.
• Prepare notification letters, identification cards, and information packets.
• Maintain statewide roster of medical examiners and pathologists for accuracy.
• Update MEIS and FA databases with records for 350+ examiners and pathologists.
• Process address changes and other personnel record updates per procedures.
• Respond to inquiries regarding system requirements, reports, and processes.
• Assist new medical examiners and pathologists with system participation guidance.
• Organize and archive active/inactive paper files per records management rules.
• Support trainers and pathologists by preparing materials and coordinating requests.
• Review records for discrepancies and perform corrective updates for data integrity.

Skills

Data entry accuracy

Microsoft Office

Records management

Communication skills

Organizational skills

Education

High school diploma or GED

Job description

Agency

Dept of Health and Human Services

Division

Public Health

Job Classification Title

Administrative Specialist I (S)

Position Number

60043487

Grade

NC08

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.

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 Preferences

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

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:

• 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 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 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 OCME

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

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

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 aDD-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 [e-mail].

Minimum Education and Experience

High school diploma or General Educational Development (GED) diploma and two years of related administrative 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.

DHHS Workday Support Form