What are the responsibilities and job description for the Administrative Assistant position at District 8 Medical Examiner?
Administrative Assistant
Position Summary
The Administrative Assistant provides comprehensive clerical and administrative support to the Medical Examiner’s office. This position serves as the first point of contact for funeral homes, hospitals, law enforcement agencies, and the public. The role requires professionalism, discretion, strong organizational skills, and strict adherence to state regulations governing death records and documentation.
Key Responsibilities
- Answer and direct incoming phone calls in a professional and compassionate manner
- Maintain organized and confidential case files (electronic and physical)
- Ensure all documentation complies with state and local regulations
- Monitor case deadlines to ensure paperwork is completed and submitted in a timely manner
- Assist with data entry
- Handle sensitive and confidential information with the highest level of discretion
- Provide general administrative support, including scanning, copying, filing, and record retrieval
Job Requirements
Education & Experience
- High school diploma or equivalent required
- Associate’s or Bachelor’s degree preferred
- 1–3 years of administrative experience required
- Experience in medical, legal, funeral services, or government settings preferred
- Experience handling confidential or regulated information strongly preferred
Skills & Competencies
- Strong organizational and time management skills
- Ability to multitask and prioritize in a fast-paced environment
- High attention to detail and accuracy
- Excellent written and verbal communication skills
- Ability to maintain professionalism and composure in sensitive situations
- Knowledge of or ability to learn state death reporting laws and compliance procedures
- Proficiency in Microsoft Office Suite and case management systems
Additional Qualifications
- Ability to work with sensitive subject matter in a respectful and professional manner
- Ability to meet strict reporting deadlines
- Strong problem-solving and independent decision-making skills
- Team-oriented with the ability to coordinate across departments