Records and Communications Specialist

Adult Correction; North Carolina; Hybrid; USD 39,000 - 69,000; Full time

Benefits offered by this job

Hybrid work option

Job summary

Agency Dept of Health and Human Services Division Health Service Regulation in North Carolina is seeking an Administrative Specialist I to provide front-line support for the Nurse Aide Registry and act as a primary contact for nurse aides, providers, employers, and the public.

The role handles mail, faxes, and registry data updates, answers inquiries, and ensures accuracy and timely service in a fast-paced environment. A hybrid work option is available.

Qualifications

• Experience in healthcare administrative, regulatory, or customer service functions.
• Strong customer service and communication skills.
• Proficient in handling high-volume inquiries and maintaining registry records.
• Attention to detail and ability to manage multiple tasks in a fast-paced environment.
• Experience with data entry in registry databases.

Responsibilities

• Process and distribute incoming mail to staff and program areas.
• Receive, review, and process incoming faxes for registry information and requests.
• Enter and update name changes, address changes, and other demographic data in the Nurse Aide Registry database.
• Review submitted documentation for completeness and accuracy before updating records.
• Greet customers and assist with Nurse Aide Registry inquiries and forms.
• Respond to a high volume of telephone inquiries from nurse aides, RN supervisors, health care administrators, employers, and the public.
• Provide accurate information regarding registry status, renewal processes, and eligibility requirements.
• Research registry records and assist customers in resolving routine issues.
• Maintain accurate documentation of customer interactions and registry activity.
• Support daily registry operations by prioritizing workload and delivering timely service.

Skills

Healthcare administrative experience

Customer service

Telephone inquiries handling

Registry data entry

Job description

Agency Dept of Health and Human Services Division Health Service Regulation

Job Classification Title Administrative Specialist I (S) Position Number 60054130 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 Records and Communications Specialist position provides front-line administrative support for the Nurse Aide I Registry and serves as a primary point of contact for nurse aides, health care providers, employers, and the public.

Responsibilities include processing incoming mail and faxes, updating registry records, assisting customers with registry-related requests, and responding to a high volume of telephone inquiries regarding registry policies and procedures.

This position supports the accuracy and integrity of registry information by maintaining records and providing timely customer service. Work requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple administrative tasks in a fast-paced environment.

Key Duties Include:

• Process and distribute incoming mail to appropriate staff and program areas in accordance with established procedures.
• Receive, review, and process incoming faxes to ensure timely handling of registry-related information and requests.
• Enter and update name changes, address changes, and other demographic information within the Nurse Aide Registry database.
• Review submitted documentation for completeness and accuracy before updating registry records.
• Greet customers and provide assistance with Nurse Aide Registry inquiries, forms, and general service requests.
• Respond to a high volume of telephone inquiries from nurse aides, RN supervisors, health care administrators, employers, and members of the public regarding registry requirements, policies, and procedures.
• Provide accurate information regarding registry status, renewal processes, eligibility requirements, and applicable program guidelines.
• Research registry records and assist customers in resolving routine issues related to registry listings and information updates.
• Maintain accurate documentation of customer interactions, record updates, and administrative activities.
• Support daily registry operations by coordinating administrative processes, prioritizing workload, and ensuring timely customer service delivery.

Knowledge Skills and Abilities/Management Preferences

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

Recruitment Range: $39,244.00 - $44,133.00

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:

• Prior experience working in a healthcare environment, supporting administrative, clinical, regulatory, or customer service functions and applying healthcare-related policies, procedures, and documentation requirements.
• Experience utilizing medical terminology to accurately interpret, communicate, and process healthcare information while interacting with patients, healthcare professionals, and other stakeholders.
• Documented strong customer service skills through direct interaction with clients, healthcare personnel, employers, and the public, including responding to inquiries, resolving issues, and providing accurate information in a professional manner.
• Advanced proficiency in handling high-volume telephone inquiries in a call center or customer contact environment, including researching information, documenting interactions, and providing timely responses to customer questions and concerns.
• Intermediate proficiency managing multiple customer requests simultaneously while maintaining accuracy, attention to detail, and effective communication in a fast-paced service-oriented environment.

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

This Position Is Funded In Part Through Federal Funds

This Position Is Eligible For A Hybrid Work Option

About the Division of Health Service Regulation (DHSR):

The Division of Health Service Regulation oversees medical, mental health and adult care facilities, emergency medical services, and local jails. We check to see that people receiving care in these facilities are safe and receive appropriate care. We make certain that medical buildings are built only when there is a need for them.

About the N.C. Health Care Personnel Education and Credentialing Section (HCPEC):

The Health Care Personn