Records and Communications Specialist

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

Benefits offered by this job

Health insurance options

Standard and supplemental retirement

NCFlex benefits

Paid vacation

Paid sick leave

Community service leave

Paid parental leave

Job summary

State of North Carolina is seeking an Administrative Specialist I (S) to provide front-line support for the Nurse Aide Registry. You will handle mail, faxes, and registry data updates, serving as the primary contact for nurse aides, health care providers, employers, and the public.

The role requires experience in healthcare administration, strong customer service, and effective communication in a fast-paced environment.

Qualifications

• Prior experience in healthcare administrative roles or regulatory support.
• Experience handling high-volume inquiries and data entry with accuracy.
• Strong customer service and professional communication skills.

Responsibilities

• Process incoming mail and faxes for registry staff.
• Enter and update Nurse Aide Registry records with accuracy.
• Assist customers with registry inquiries, forms, and general requests.
• Respond to telephone inquiries regarding registry requirements and policies.
• Maintain documentation of interactions, record updates, and activities.

Skills

Healthcare experience

Customer service

Medical terminology

Call center skills

Communication skills

Education

High school diploma or GED

Tools

Microsoft Office

Job description

Agency Department 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.

Key Duties

• 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

The Knowledge, Skills, and Abilities (KSAs)/ Management Preferences are not required.

• Salary Grade Range: $39,244.00 - $68,679.00
• Recruitment Range: $39,244.00 - $44,133.00
• 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 Is Funded In Part Through Federal Funds

This Position Is Eligible For A Hybrid Work Option

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

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 Personnel Education and Credentialing Section (HCPEC), within the N.C. Department of Health and Human Services, Division of Health Service Regulation, oversees education, credentialing, training, competency evaluation, and registry functions for unlicensed health care workers across North Carolina. The section maintains and provides verification for several statewide registries, including the Nurse Aide I Registry, Medication Aide Registry, and Geriatric Aide Registry, and supports employers, instructors, and health care facilities with required credentialing and registry services.

HCPEC is responsible for:

• Nurse Aide I Registry, training and competency programs
• Medication Aide Registry and competency programs
• Geriatric Aide Registry and training
• Feeding assistant training curriculum
• Providing registry access and listing verification

Established in 1996 following implementation of the Health Care Personnel Registry, the section's responsibilities have expanded through state and federal mandates, including feeding assistant training requirements, medication aide credentialing oversight, and the development of the Geriatric Aide career advancement program. The section operates under the authority of N.C. General Statute 131E, Article 15 and other applicable state and federal requirements.

Compensation and Benefits

• Health insurance options
• Standard and supplemental retirement plans
• NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis)
• Paid vacation
• Paid sick leave
• Community service leave
• Paid parental leave

Visit the website for State Benefits.

Equal Employment Opportunity 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.

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 invite all potential applicants to apply for positions for which they may be qualified.

Application Requirements

• Applicants may be subject to a criminal background check.
• 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.
• Applicants seeking Veteran's Preference must attach a DD-214 Member-4 Form.
• Applicants seeking National Guard Preference must attach a NGB 23A (RPAS).
• Applicants must include transcripts, degree evaluations, and cover letters if applicable.

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.

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.