Administrative Associate II - A&R60083378

Natural and Cultural Resources; Raleigh (NC); On-site; USD 31,000 - 40,000; Full time

Job summary

The North Carolina Department of Natural and Cultural Resources is seeking an Administrative Associate II to support the State Records Center operations in Raleigh. You will handle records storage, retrieval, shelving, interfiling, and disposition while safeguarding confidentiality and integrity of all materials.

You will work with state agencies and the public, require strong attention to detail, and use standard computer software to track and manage records.

Qualifications

• Strong attention to detail and ability to accurately perform records storage, retrieval, shelving, refiling, interfiling, and disposition-related activities while maintaining the integrity and confidentiality of records.
• Ability to work independently and cooperatively as conditions warrant, prioritize assigned work, and adapt to changing operational needs.
• Ability to use computers and related software, including commonly available and internally developed applications.
• Ability to communicate and interact effectively with internal and external staff and the public.
• General knowledge of state government organization and functions.

Responsibilities

• Receives, prepares, and delivers orders for transfer supplies (boxes, tape, labels); travels to Raleigh-based offices to pick up records and accepts deliveries from offices outside Raleigh.
• Shelves records according to established procedures and provides access to records for the agency that created them (and occasionally for authorized third parties).
• Replaces records pulled from storage and interfiles newly found records not transferred originally.
• Assists with identification and removal of records approved for destruction or transfer.
• Provides guidance to records creators on storage, retrieval, and disposition procedures.
• Maintains confidentiality and integrity of records in storage.

Skills

Records storage

Attention to detail

Communication

Computer skills

Independent work

Education

High school diploma or GED + 1 year administrative experience

Job description

About Us

The North Carolina Department of Natural and Cultural Resources (DNCR) enriches people’s lives through education and stewardship of North Carolina’s natural and cultural resources. DNCR manages over 100 locations across the state, including historic sites, museums, state parks, trails, aquariums, the North Carolina Zoo, the Library of North Carolina, the State Archives, the North Carolina Arts Council, the African American Heritage Commission, the American Indian Heritage Commission, the State Historic Preservation Office, the Office of State Archaeology, the Highway Historical Markers program, the North Carolina Land and Water Fund, and the Natural Heritage Program. These programs and places unite North Carolinians, create a shared identity, and provide common ground. For more information, please visit www.dncr.nc.gov. We encourage you to apply to become a part of our team.

Description of Work

This Administrative Associate II provides direct records storage services to state government agencies. This employee is part of a work unit responsible for conducting the day-to-day operations of the State Records Center’s three facilities. All Administrative Associate IIs are expected to handle a proportion of the work of the unit as defined in annual work plans. The unit processes approximately 5,000 individual files through reference services, and approximately 15,000 boxes through transfer, shelving, and disposition per year. They provide services to state government employees and the general public over the phone, by email, and in person on a daily basis. They assist with facility management, including security. All staff members are responsible for maintaining the integrity and confidentiality of records in section storage.

Key Responsibilities

• Assists in receiving records from state agency offices by receiving, preparing, and delivering orders for transfer supplies (boxes, tape, and labels), going to Raleigh-based offices to pick up records, and by receiving deliveries from offices located outside Raleigh.
• Provides related services at request to the Records Description Unit when it receives local government records. Once the records are received, the employee is responsible for shelving the records according to established procedures.
• Provides access to the records in storage, primarily to the agency that created the records, and occasionally to authorized third parties.
• Replaces records that have been pulled out of storage for use (refiles), and places records newly found by the creating agency that were not transferred originally (interfiles).
• Assists with the identification and removal of records approved for destruction or transfer to the custody of the State Archives.
• Provides guidance to records creators, specifically on matters of preparing records for storage, retrieval (and return to storage), and disposition.

Knowledge, Skills and Abilities/Management Preferences

Please note: Job postings close at 11:59:59 p.m. the night before the listed Posting End Date above. Recruitment Range: $31,200.00 - $40,000.00 To receive credit for your work history and credentials, you must provide the information on the application form. Any information omitted from the application form, listed as general statements, listed under the text resume section, or on an attachment will not be considered for qualifying credit. Candidates meet the minimum qualifications of this position if they meet the minimum education and experience listed on the vacancy announcement. Vacancy specific knowledge, skills, and abilities (KSAs) and/or management preferences are not required. Applicants who possess the following are preferred:

• Strong attention to detail and ability to accurately perform records storage, retrieval, shelving, refiling, interfiling, and disposition-related activities while maintaining the integrity and confidentiality of records.
• Ability to work effectively both independently and cooperatively as conditions warrant, prioritize assigned work, and adapt to changing operational needs.
• Ability to use computers and related software, including commonly available and internally developed applications.
• Ability to communicate and interact effectively with internal and external staff and the public.
• General knowledge of state government organization and functions.

Position/Physical Requirements

• Must be available to work the schedule of Monday - Friday 8:00am - 5:00pm.
• Must have the ability to perform a high degree of physically demanding work with or without reasonable accommodation on a daily basis and for extended periods, including lifting, carrying, pushing, pulling, shelving, retrieving, and moving records boxes weighing up to 50 pounds.
• Work may involve moving large quantities of boxes, including approximately 1,000 boxes in a day, and working from floor level to heights exceeding 10 feet.
• Must be able to safely operate and maneuver vehicles and material-handling equipment, including a two-ton truck, manual and motorized pallet jacks, and fully loaded carts weighing up to 500–1,750 pounds, including in confined spaces, loading docks, and other tight areas.
• Must be able to work safely and effectively in crowded, dusty, and minimally environmentally controlled conditions, including indoor and outdoor environments, and to follow established safety procedures when performing physical work and operating equipment.
• Must have a valid driver’s license issued from within the United States or be able to obtain one within 90 days of employment.
• Must have or have the ability to obtain safety training on equipment, as required.

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. High school or General Educational Development (GED) diploma AND one year of administrative experience; OR an equivalent combination of education and experience.

Section/Unit Description

The primary purpose of the Government Records Section is to develop and administer a comprehensive consultative program for the management of records in state and local government and within the community college and university systems in North Carolina, as required by G.S. 121 and 132. The Government Records Branch assists the entities of state and local government in all areas of recordkeeping activities and responsibilities, especially regarding electronic records, consulting on retention issues (especially in their legal dimensions), on suitable media for the maintenance of records, and on the efficient organization and management of paper and electronic records. The primary purpose of the State Agency Services Unit is to administer the day-to-day operations of the State Records Center, including the management of three storage facilities. The unit consists of seven employees. The staff of the unit consults with state officials regarding the application of records retention and disposition schedules, helping to ensure the orderly destruction of records no longer required for business continuity purposes and the preservation of those records of historical importance as required by G.S. 121 and 132. The State Records Center is responsible for collecting, storing, and providing references services for inactive state agency records stored in the storage facilities.

Division Description

The Division of Archives and Records seeks to be a national leader in providing quality guidance on information stewardship in North Carolina and in creating simplified and integrated access to authentic information. We document the history and culture of our state through diverse collecting. We protect citizen rights and promote government transparency by providing equitable access and stewardship for public and historical records. We broaden understanding and engagement in North Carolina’s rich history through outreach and collaboration. https://archives.ncdcr.gov/

Supplemental and Contact Information

The Department of Natural and Cultural Resources (DNCR) selects applicants for employment based on required education and experience and job-related knowledge, skills, and abilities without regard to race, religion, color, national origin, sex, pregnancy, gender identity or expression, sexual orientation, age (40 or older), disability, National Guard or veteran status, genetic information, political affiliation or political influence. We are an Employment First state, ensuring that people with disabilities have equal opportunities to succeed in the state government workplace. DNCR supports pay equity for women, establish paid parental leave for birth, adoption, and foster care, and implement fair chance policies. Join a team that welcomes, values, respects and supports all members of our work community.

Recruiter

Mary McClintock Email: [e-mail]

Employee Eligibility

It is the policy of the State of North Carolina and DNCR that all employees provide proof of employment eligibility (immigration and naturalization) on the first day of employment. We participate in E-Verify (Employment Eligibility Verification System).

Contact Information

N.C. Department of Natural and Cultural Resources
Division of Human Resources
109 E. Jones Street, Raleigh, NC 27601
Phone: [phone]

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.

Employer Overview

North Carolina State Government is one of the state’s largest employers, with over 76,000 employees all working toward a common goal: a safer and stronger North Carolina. We are a large organization comprised of various agencies, offices, and universities, each providing important public services. Eligible state employees are entitled to comprehensive benefits, including a variety of leave options, professional development opportunities, insurance, and more. To learn more about the benefits of being a North Carolina state employee, visit the N.C. Office of State Human Resources' website. Permanent, temporary, and time-limited state government jobs can be found from the mountains to the coast. Find your next opportunity today!