Administrative Associate II - Davidson County

Adult Correction; North Carolina; On-site; USD 31,000 - 51,000; Full time

Job summary

North Carolina Department of Adult Correction seeks an Administrative Associate II to provide clerical support in Judicial District 22 (Davidson County). The role involves assisting Chief Probation/Parole Officers and officers, handling inquiries, scheduling, correspondence, and data entry in the OPUS system.

Responsibilities include composing reports, maintaining files and calendars, and coordinating communications with staff and community partners.

Qualifications

• Attention to detail and thoroughness in completing tasks.
• Clear, concise written and verbal communication.
• Ability to build and maintain professional relationships.
• Proficiency with standard office equipment and software.
• Ability to plan and organize work across tasks and deadlines.
• Team player with collaborative mindset.

Responsibilities

• Monitor offender waiting areas and field basic inquiries.
• Answer calls and disseminate information to the right person.
• Act on directives to support orderly unit operations.
• Enter and retrieve information in OPUS as needed.
• Type and edit reports, orders, and other documents.
• Record and transcribe meeting minutes.
• Maintain staff schedules and calendars.
• Assist with inventory and ordering of supplies.
• Update and maintain district fact sheets.
• Prepare monthly unit reports and various logs.
• Organize information for the location and unit.
• Compose and respond to daily email correspondence.

Skills

Attention to Detail

Communication

Interpersonal Skills

Office Technology

Planning and Organizing Work

Team Work

Education

High School Diploma

1 year office assistant/secretarial experience

Tools

OPUS system

Job description

Agency Adult Correction Division COO - Community Supervision Job Classification Title Administrative Associate II (S) Position Number 60075295 Grade NC02

About Us

The NC Department of Adult Correction is one of the largest state agencies with more than 14,000 employees. It is responsible for safeguarding and preserving lives and property through prevention, protection, and preparation as well as the care, custody, and supervision of all adults sentenced for violating North Carolina laws. This department includes state prisons with custody, healthcare, and facility operations staff as well as probation/parole officers who supervised sentenced people in the community. Other divisions include Administration, Health Services, Rehabilitation & Reentry, Special Operations and the Post-Release Supervision & Parole Commission. We have a mission that matters!

Description of Work

This position is assigned to the Judicial District 22 Office in Davidson County. Position provides clerical and administrative support to Chief Probation/Parole Officers and Probation/Parole Officers consisting of one or more units and the Judicial District Office when requested for operational needs at the district level. This position is a front line for offender interaction in an office setting. Must be able to acknowledge offenders and other visitors and alert appropriate Probation/Parole Officer of offender arrival.

• Monitor offender waiting areas and answer basic inquiries from offenders and direct to the appropriate personnel.
• Answer incoming phone calls and disseminate information to the appropriate person.
• Act upon directives and requests from staff to aid in orderly operation of the unit and the facility.
• Enter and retrieve information in the OPUS system when needed.
• Type and edit reports, forms, orders, and other documents to include but not limited to judgments, expense vouchers, inventory orders, work tickets for computers, correspondence to offenders, correspondence to community partners, and others.
• Record and transcribe minutes of meetings.
• Maintain and monitor staff monthly work schedules and calendars.
• Conduct location equipment and supply inventory and order supplies upon notification from the district office.
• Assist staff with updating and maintaining fact sheets.
• Analyze, reconcile, and compile monthly reports with specified time frames to include but not limited to unit statistical reports, mileage reports, stamp logs, BEACON error reports, mileage logs, phone bills, copy machine reports.
• Organize and maintain all pertinent information for the location and the unit to include but not limited to employee schedules, employee contact sheets, fact sheets, closed files, inventory for the location.
• Compose and respond to email correspondence on a daily basis.

This position is also be responsible for clerical duties such as file documents both electronically and hard-copy and process incoming and outgoing mail through US Postal Service and Courier. This position description is not all-inclusive and supervisor may delegate and assign other duties to position as needed.

Knowledge Skills and Abilities/Management Preferences

Knowledge, Skills, and Abilities Recommended in this Position 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:

• Attention to Detail: Thoroughness in accomplishing a task with concern for all the areas involved, no matter how small.
• Communication: Ability to convey information clearly and concisely to groups or individuals either verbally or in writing to ensure they understand the information and the message. Ability to listen and respond appropriately to others.
• Interpersonal Skills: Ability to develop and maintain effective relationships with others in order to encourage and support communication and teamwork. Ability to build and maintain ongoing, collaborative, working relationships with coworkers to achieve the goals of the work unit.
• Office Technology: Ability to utilize office equipment and other relevant technology (software and systems) to meet business needs.
• Planning and Organizing Work: Establishing courses of action of self and others to ensure that work is completed efficiently.
• Team Work: Active participation in, and facilitation of, team effectiveness; taking actions that demonstrate consideration for the feelings and needs of others; being aware of the effect of one’s behaviors on others.

Salary

Salary Grade Range: $31,200 - $51,249

Minimum Education and Experience Requirements

Graduation from high school and demonstrated possession of knowledge, skills and abilities gained through at least one year of office assistant / secretarial experience; or an equivalent combination of training 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.

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.

Benefits and Compensation

The State of North Carolina offers excellent comprehensive benefits. Employees can participate in health insurance options, standard and supplemental retirement plans, and the NC Flex 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 NCDAC 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.

Application Process

Applicants must complete the application in full. Resumes will not be accepted in lieu of completing the State application. Applications must include: Complete education history (including high school) Full work experience details Certificates and licenses, if applicable Education must be from appropriately accredited institutions Information provided must support responses to supplemental questions. Incomplete applications may impact screening and salary determination. Applicants may be subject to a criminal background check and drug screen. 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.

Additional Information

The Posting Will Close At 11:59pm The Night Before The End Date. The salary grade for this position is NC02. State employees are encouraged to apply for positions of interest even if the salary grade is the same as, or lower than, their current position. If selected for this position, a new salary will be recalculated taking into consideration the quantity of relevant education and experience, funding availability, and internal equity. Based upon these factors, a pay increase May result.

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.