Administrative Specialist I

About the role

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. Description of Work Salary Recruitment Range: $ 39,244 - 46,062 Salary Grade: NC08 The posting will close at 11:59 p.m. the night before the closing date. 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. Effective July 1, 2025, candidates now meet the minimum qualifications of a position if they have the minimum education and experience listed from the class specification. The knowledge, skills, and abilities listed in the vacancy announcement should be used as management preferences and be used to screen for the most qualified pool of applicants. 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. Knowledge Skills and Abilities/Management Preferences Effective July 1, 2025, candidates now meet the minimum qualifications of a position if they have the minimum education and experience listed from the class specification. The knowledge, skills, and abilities listed in the vacancy announcement should be used as management preferences and be used to screen for the most qualified pool of applicants. Management Preferences: - Demonstrated excellence in verbal and written communication, with the ability to convey information clearly and profes