Registration Specialist

Agency

Dept of Health and Human Services

Division

Public Health

Job Classification Title

Program Coordinator I (S)

Position Number

60041517

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 Registration Specialist is responsible for registering electronic Deaths and Births using the NCDAVE system, ensuring accurate and timely entry of vital information in compliance with regulatory requirements. Navigating electronic registration platforms will be essential to maintaining data integrity and supporting efficient service delivery. A significant aspect of this position involves correspondence with local business partners and customers. The specialist will handle inbound calls, addressing discrepancies and providing clarification on registration processes. Effective communication skills will be crucial in fostering positive relationships and resolving issues promptly and effectively. In addition, the specialist will play a key role in researching and addressing duplicate record creation. Upon acknowledgment, the specialist will initiate the abandonment process to streamline data management and maintain database accuracy.

The registration specialist will also assist in matching birth records to death records, ensuring comprehensive record linkage and data consistency across systems. The specialist must have keen attention to detail and analytical skills will contribute to the accuracy and completeness of vital records management.

Furthermore, the specialist will conduct proactive research on outstanding and untimely unregistered births, deaths, and fetal deaths. Through outreach efforts via phone, email, fax, or letters, they will facilitate the registration process, ensuring compliance with statutory timelines and regulatory obligations. To support operational transparency and efficiency, the registration specialist will organize and update registration trackers. These trackers will communicate to leadership the status of failed registration attempts, potential escalations, and successful resolutions.

Key Duties Include:

-Correspond with local business partners and customers by taking inbound calls to handle discrepancies.

-Research duplicate record creation and abandon upon acknowledgment.

-Assist with matching birth records to death records.

-Research outstanding and untimely unregistered births, deaths, and fetal death by performing outreach via phone, email, fax, or letters.

-Organize and update registration trackers to communicate with leadership failed attempts, potential escalations, and resolved registration efforts.

Knowledge Skills and Abilities/Management Preferences

Salary Grade Range: $39.244.00 - $68,679.00

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 coordinating end-to-end program workflows in web-based data systems, maintaining transaction accuracy and documenting outcomes against established operational standards.

• Proven record analyzing procedural guidelines to troubleshoot process issues and implement targeted improvements, tracking resolution metrics and cycle-time reductions across multi-program operations.

• Expert-level proficiency using spreadsheet and database tools to compile, reconcile, and report business records, delivering validated dashboards and trend analyses for program performance oversight.

• Hands-on experience planning and organizing daily program activities—scheduling tasks, allocating resources, and monitoring deliverables—to meet defined timelines and documented quality thresholds.

• Established practice utilizing communication platforms and document management systems to produce clear stakeholder updates, maintain audit-ready files, and ensure compliance with documentation standards.

REPOST - Previous Applicants Do Not Need To Reapply To Be Considered For This Vacancy

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

About the NC Division of Public Health:

The NC Division of Public Health works to promote and contribute to the highest possible level of health for the people of North Carolina. Our entire statewide system of public health has dedicated professionals who carry out our mission every day through a wide range of essential activities touching the lives of everyone in our state.

About the State Center for Health Statistics (SCHS):

The North Carolina State Center for Health Statistics is a part of the Division of Public Health and is responsible for data collection, health-related research, and production of reports and maintenance of a comprehensive collection of health statistics. We provide high quality health information to ensure more informed decision-making and effective health policies. Our goal is to improve the health of all North Carolinians and their communities.

Compensation and Benefits:

The State of North Carolina offers excellent comprehensive benefits. Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis). Employees also receive paid vacation, sick, and community service leave. In addition, paid parental leave is available to eligible employees.

Visit the website for State Benefits.

Supplemental Contact Information

The North Carolina Department of Health and Human Services (DHHS) is an Equal Opportunity Employer that embraces an Employment First philosophy, which consists of complying with all federal laws, state laws, and Executive Orders.  We are committed to reviewing requests for reasonable accommodation at any time during the hiring process or while on the job.  For more information about DHHS: https://www.ncdhhs.gov/.

DHHS uses the Merit-Based Recruitment and Selection Plan to fill positions subject to the State Human Resources Act with the most qualified individuals.  Hiring salary will be based on relevant qualifications, internal equity, and budgetary considerations pertinent to the advertised position.

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 Process
Be sure to complete the application in its entirety.   Resumes will not be accepted in lieu of completing this application.

• Information should be provided in the appropriate areas, to include the following: Education, including high school and all degrees obtained, Work Experience, and Certificates & Licenses. It is critical to our screening and salary determination process that applications contain comprehensive candidate information.

• Answers to Supplemental Questions are not a substitute for providing all relevant information within the body of your application. To receive credit for the supplemental questions, you must provide supporting information within the "Work Experience" section of the application to support your answers.

• Applications must be submitted by 11:59 PM the day before the closing date.

• Applicants may be subject to a criminal background check. All candidates selected for positions considered "Positions of Trust" will be subject to a criminal background check.

• Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. To check the status of your application, please log in to your account.  Upon the closing date, applications are "Under Review" and will be screened by Human Resources for qualified applicants. The hiring process may take several weeks.

• Degrees must be received from appropriately accredited institutions.  Transcripts and degree evaluations may be uploaded with your application. 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.

Degree/College Credit Verification

Degrees must be received from appropriately accredited institutions. Transcripts, degree evaluations, and cover letters may be uploaded with your application.

Veterans’ and National Guard Preference

• Applicants seeking Veteran's Preference must attach a DD-214 Member-4 Form (Certificate of Release or Discharge from Active Duty) to their applications.

• Applicants seeking National Guard Preference must attach an NGB 23A (RPAS), along with the state application, if they are a current member of the NC National Guard in good standing. 

• 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.

ADA Accommodations

Consistent with the Americans with Disabilities Act (ADA) and the Pregnant Workers Fairness Act (PWFA), DHHS is committed to the full inclusion of all qualified individuals. As part of this commitment, DHHS will ensure that people with disabilities, or known limitations covered by the PWFA, are provided with reasonable accommodation.  If reasonable accommodation is needed to participate in the job application or interview process, please contact the person indicated below.

CONTACT INFORMATION: 

If there are any questions about this posting, please contact Talent Acquisition at talentacquisition@dhhs.nc.gov. Resumes will not be accepted in lieu of completing this application.

Minimum Education and Experience

Some state job postings say you can qualify by an “equivalent combination of education and experience.” If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See the Education and Experience Equivalency Guide for details.

Bachelor’s degree from an appropriately accredited institution;

OR,

An equivalent combination of education and experience.

EEO 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.

Recruiter:

Tresha Walker

Email:

talentacquisition@dhhs.nc.gov