Administrative Specialist I
About The Position
The mission of the North Carolina Department of Insurance is to promote a stable insurance market through unbiased regulation and to protect the lives and property of every citizen in all 100 counties while fostering superior, user-friendly service, courtesy, and respect. Our agency licenses insurance agents, adjusters, bail bondsmen and more, along with investigating fraud matters involving insurance consumers and any entity or individual regulated by the Department. In an ever-changing environment, it is the vision of the Department of Insurance to maintain the stabilization of the insurance industry in order to provide more products, competitive prices and consumer protection. This position currently qualifies for a hybrid telework option with routine office and up to one remote workday per week. The NC Department of Insurance trusts our employees to be self-motivated and successful in hybrid/remote roles. Telework options are subject to change at the discretion of management. The primary purpose of this position is to provide essential administrative and fulfillment support to the SHIIP Division, ensuring smooth daily operations and high‑quality service delivery. The position manages a variety of administrative tasks, including routing consumer calls, scheduling counseling appointments, processing mail, entering data into reporting systems, and maintaining complaint records. It also serves as a liaison for building and IT service needs and offers back‑up support to the SHIIP Office Manager. In addition, the role oversees the inventory, organization, and distribution of SHIIP, SMP, and CMS publications and incentive materials. Responsibilities include coordinating vendor deliveries, restocking materials, fulfilling online orders, maintaining accurate inventory counts, and assisting with process improvements in material fulfillment. This position provides comprehensive administrative, clerical, and fulfillment support to the SHIIP Division, ensuring efficient daily operations and high‑quality service to consumers, partners, and stakeholders. Key responsibilities include receiving and routing inbound calls related to services offered by the Consumer Assistance, Agent Services, and Health Services Groups, as well as scheduling and maintaining consumer counseling appointments. The role coordinates scheduled and unscheduled appointments with the NCDOI Building Receptionist and assigned staff, prepares and processes all incoming and outgoing mail, and performs data entry within federal and agency reporting systems. Additional duties include preparing Division certificates, scanning and uploading consumer complaint documents into the OTIS database, and serving as the Division liaison for building maintenance and IT service tickets. The position also provides back‑up administrative support to the SHIIP Office Manager and contributes to operational efficiency through other assigned tasks. This position also oversees the management and distribution of SHIIP, SMP, and CMS publications and incentive items. Responsibilities include maintaining an organized and accurate inventory, coordinating vendor deliveries, and unloading and stocking materials in the storage area (with required lifting up to 40 lbs., and bending, stretching, and climbing). Under the direction of the Special Projects Manager, the role monitors inventory to forecast needs and prevent shortages. The position prepares and fulfills online publication and incentive item orders for SHIIP coordinators, volunteers, Regional Managers, partners, and stakeholder groups, ensuring the online order form remains current and accurate. Working with the SHIIP Director, the position also supports process improvement efforts related to order fulfillment and distribution.
Requirements
- High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.
Nice To Haves
- Demonstrated excellence in verbal and written communication, with the ability to convey information clearly and professionally.
- Proficient in the use of business software and systems, including the Microsoft Office Suite.
- Strong organizational and time-management skills, with the ability to prioritize and seamlessly transition between multiple tasks and responsibilities.
- Working knowledge of data collection, records management, and information storage practices, with the ability to compile, file, organize, and maintain both electronic and hard-copy records efficiently.
Responsibilities
- Provide essential administrative and fulfillment support to the SHIIP Division.
- Manage administrative tasks including routing consumer calls, scheduling counseling appointments, processing mail, entering data into reporting systems, and maintaining complaint records.
- Serve as a liaison for building and IT service needs.
- Offer back-up support to the SHIIP Office Manager.
- Oversee the inventory, organization, and distribution of SHIIP, SMP, and CMS publications and incentive materials.
- Coordinate vendor deliveries, restock materials, fulfill online orders, and maintain accurate inventory counts.
- Assist with process improvements in material fulfillment.
- Receive and route inbound calls related to services offered by the Consumer Assistance, Agent Services, and Health Services Groups.
- Schedule and maintain consumer counseling appointments.
- Coordinate scheduled and unscheduled appointments with the NCDOI Building Receptionist and assigned staff.
- Prepare and process all incoming and outgoing mail.
- Perform data entry within federal and agency reporting systems.
- Prepare Division certificates.
- Scan and upload consumer complaint documents into the OTIS database.
- Serve as the Division liaison for building maintenance and IT service tickets.
- Contribute to operational efficiency through other assigned tasks.
- Maintain an organized and accurate inventory of publications and incentive items.
- Unload and stock materials in the storage area (with required lifting up to 40 lbs., and bending, stretching, and climbing).
- Monitor inventory to forecast needs and prevent shortages.
- Prepare and fulfill online publication and incentive item orders for SHIIP coordinators, volunteers, Regional Managers, partners, and stakeholder groups.
- Ensure the online order form remains current and accurate.
- Support process improvement efforts related to order fulfillment and distribution.
Benefits
- 12 Annual paid Holidays
- North Carolina State Health Plan administered by AETNA
- Supplemental Benefits including: Flexible Spending Accounts, Accident Insurance, Cancer & Specified Disease, Critical Illness, Dental and Vision
- NC State Retirement (TSERS)
- WeSave Employee Discounts
Stand Out From the Crowd
Upload your resume and get instant feedback on how well it matches this job.
What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
High school or GED
