Administrative Specialist

Agency

Dept of Health and Human Services

Division

Public Health

Job Classification Title

Administrative Specialist I (S)

Position Number

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

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…