Administrative Specialist

State of North Carolina•Wake County, NC

1d•Onsite

About The Position

The Administrative Specialist provides administrative support for the North Carolina Medical Examiner System and coordinates the statewide appointment and reappointment processes for medical examiners and pathologists. The role maintains appointment records and the statewide roster; prepares official correspondence, identification materials, and information packets; updates electronic and paper records; and provides technical and procedural assistance to medical examiners, pathologists, trainers, and other stakeholders. The position supports the accuracy and integrity of information in the Medical Examiner Information System (MEIS) and Forensic Advantage (FA) databases, including records for more than 350 medical examiners and pathologists. It also serves as a resource for questions about system requirements, reports, administrative processes, and Medical Examiner System participation. The work requires strong organization, attention to detail, effective communication, confidentiality, and the ability to manage multiple priorities.

Requirements

High school diploma or GED and two years of related administrative experience, or an equivalent combination of education and experience.

Nice To Haves

Experience compiling, organizing, analyzing, and maintaining information from electronic databases, reports, correspondence, and other records to support program operations, records management, and decision-making.
Proficiency with office technology, database systems, and Microsoft Office applications for entering, updating, tracking, retrieving, and managing information while ensuring accuracy and integrity.
Experience identifying issues, researching relevant information, evaluating options, and implementing solutions to administrative, procedural, or customer service matters.
Expertise communicating clearly through telephone conversations, electronic communications, correspondence, presentations, and direct interactions with staff, stakeholders, and members of the public.
Advanced written communication skills, including preparing, reviewing, and editing correspondence, reports, records, and program documents for grammar, organization, accuracy, and audience-appropriate language.

Responsibilities

Coordinate medical examiner and pathologist appointments and reappointments, 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 and appointment records for medical examiners and pathologists.
Update and maintain records for more than 350 medical examiners and pathologists in the Medical Examiner Information System (MEIS) and Forensic Advantage (FA) databases.
Process address changes, payment information updates, and other personnel record modifications according to established procedures.
Respond to technical and procedural inquiries from medical examiners, pathologists, trainers, and other stakeholders about system requirements, reports, and administrative processes.
Assist newly appointed medical examiners and pathologists with information, guidance, and support related to participating in the Medical Examiner System.
Maintain, organize, and archive active and inactive paper files in accordance with records management requirements.
Prepare materials and provide administrative assistance and information coordination for trainer and pathologist activities.
Review records and database information for accuracy, identify discrepancies, and make corrective updates to support data integrity and reliable reporting.