Forensic Administrative Assistant

Closing Date: March 4th, 2024, or upon receipt of 50 applicant submissions       Forensic Administrative Assistant Milwaukee County Medical Examiner’s Office (MCMEO) Hourly Range: $19.49 – $29.24 Job Summary:  The Forensic Administrative Assistant (FAA) position is responsible of filing death certificate information and facilitating the storage of critical documents for digital conversion as well as storing paper files under statutory obligations and requirements of Wisconsin Statutes – Chapter 979, department policies and procedures, National Association of Medical Examiners (NAME) standards, and as directed by the Medical Examiner. This position oversees services provided by the MCMEO to formulate invoices, documenting payments received, and the distribution of invoices to funeral homes and other entities. The FAA will coordinate the calendars for Forensic Pathologists, including subpoenas for court testimony and depositions. Additional responsibilities to include answering calls, assisting the public and various agencies with questions relating to deceased individuals, and triaging calls to the appropriate office personnel.   Job Responsibilities Verify vital and critical death information to manually transfer from the MCMEO case management system to paper and/or electronic format with the State of Wisconsin - State Vital Records Information System (SVRIS).  Prepare vital record information for signature of the certifying forensic pathologist.  Resolve discrepancies in the reported vital information from the MCMEO and funeral homes by investigating and verifying through various means (i.e., TLO database searches, contacting next of kin, and communicating with funeral home personnel).  Monitor funeral homes for accurate and timely submissions of critical office paperwork to ensure that statutory and office policy timelines of information distribution is fulfilled.  Communicate via telephone and provide autopsy findings and cause of death to family members/next of kin of deceased individuals and other agencies. Instruct families/next of kin with next steps on how to handle final disposition of human remains, answer their questions/concerns about funeral home responsibilities, and acquisition of vital records pertaining to the death (for example: death certificates). Assist the Medicolegal Death Investigators by routing telephone calls and obtaining case information for distribution. Assist funeral homes with questions pertaining to death certificates, cremation permits, disinterment permits, and letters regarding presence/absence of non-contagious disease in cases where the decedent’s body is transported out of the country.  Convert paper files to electronic file storge format in OnBase while investigating and resolving any discrepancies in information. Digitally scan all MCMEO documents pertaining to new and old/historical case files (for example: death investigation reports, autopsy reports, autopsy notes, toxicology reports, chain of custody documentation, body exam forms, and cremation permit paperwork).  Safeguard digital evidence by accurately and properly uploading death scene photographs and videographic evidence from outside agencies.  Prepare banking deposits for funds received.  Collect information regarding financial hardship cases and provide information to Operations Manager monthly. The MCMEO manages 200 accounts with direct revenue. Prepare and submit mandated reporting of motor vehicle related deaths to the State of Wisconsin. Formulate the nationally required documentation of “Non-Infectious Disease” or “Letters of Non-Contagion” so human remains can legally travel out of the country for final disposition.  Assist the Medical Records Administrator in time sensitive requests for MCMEO records by sending the documentation to requesting agencies. Review, acquire, and prepare vital information needed for cremation permit certification by a Medicolegal Death Investigator.  Acquire and prepare disinterment permits for the disinterment of buried human remains. Properly and legally distribute cremation and disinterment permits to funeral homes. Prepare new case files for hard file storage of office case information on death investigations.   File all necessary case documents as they filter into the administrative division. Facilitate and distribute digital photography evidence generated by the MCMEO upon request by various agencies. Upload forensic pathologist dictation of autopsy reports as needed for transcription.  Order necessary copy machine supplies as needed for use by the entire MCMEO. Perform additional duties as needed.   Minimum Qualifications:   Must be a current resident of the state of Wisconsin. High School Diploma/GED equivalent is required. At least three (3) years of experience working in an office setting which must have included answering a multi-line phone system. Experience working in a Medical Examiner/Coroner/Funeral Home environment is highly preferred. Ability to work in an environment with physically unpleasant or distasteful sights, sounds, and smells is necessary. Advanced knowledge of all related computer and software applications, such as word processing and spreadsheets. Ability to lift, carry, push, pull up to 50lbs. Note:  Position requires a criminal background check; felony and some misdemeanor convictions would be a barrier to employment   Preferred Qualifications: Desired background working in a medical clinic, funeral home, death investigation office, or possess funeral science education/license. Advanced knowledge of Medical Examiner CME system, Hyland Utility Client – OnBase, and State Vital Records Information System (SVRIS)   Knowledge, Skills, and Abilities:  Knowledge of criminal and/or civil investigative procedures; knowledge medical and legal terminology; knowledge of basic photography methods; skill in the use of computer word processing applications; interviewing and report writing skills; oral and written communication skills; ability to communicate with law enforcement personnel, fire department personnel, health care providers, families, funeral directors, and the general public; and ability to work effectively and harmoniously with others. Ability to adapt, detail oriented, and organizational skills. NOTE:  This ORIGINAL APPLICATION is open to qualified residents of the State of Wisconsin at the time of application. Candidates need to submit a full account of their training and experience (i.e., by submitting an up-to-date resume or by fully completing the application) during the application process and may also be asked to take additional written or performance tests as part of the selection process.   APPLICANTS MUST POSSESS MINIMUM QUALIFICATIONS AT TIME OF FILING APPLICATION