Administrative Associate II - Rowan County

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

Job summary

NC Department of Adult Correction is seeking an Administrative Associate II to provide clerical support for the Judicial District 19A Office in Rowan County. The role involves front-line interactions with offenders and visitors, data entry in OPUS, and handling reports and correspondence.

The position emphasizes accurate record-keeping, timely communication, and coordination of schedules, ensuring efficient operation of the unit and district office.

Qualifications

• High school diploma or equivalent plus one year of relevant experience.
• Strong organizational and communication skills are required.
• Ability to use office technology and software to meet business needs.

Responsibilities

• Monitor waiting areas and direct inquiries to the appropriate staff.
• Answer phone calls and disseminate information to the right person.
• Enter and retrieve information in the OPUS system as needed.
• Type and edit reports, orders, and other documents.
• Record and transcribe minutes of meetings.
• Maintain staff monthly schedules and calendars.
• Conduct location equipment and supply inventory and order supplies.
• Assist staff with updating fact sheets.
• Prepare and compile monthly unit reports and logs.
• Compose and respond to daily emails.

Skills

Attention to Detail

Communication

Interpersonal Skills

Office Technology

Planning and Organizing Work

Team Work

Education

High school diploma or equivalent

One 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 60074967 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 19A Office in Rowan 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 will be responsible for certain records and reports.

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

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

The Posting Will Close At 11:59pm The Night Before The End Date

About the Division of Community Supervision

The Division of Community Supervision (DCS) is responsible for overseeing supervision of adult offenders on probation, parole, or post-release. The DCS mission is to ensure public safety while helping offenders make positive changes and successfully complete their supervision. DCS collaborates closely with the NC Post-Release Supervision and Parole Commission, the court system as well as other state agencies, and community partners, particularly those addressing mental health, substance use and re-entry issues faced by our returning citizens. DCS is also responsible for the supervision of offenders who transfer from other states through the Interstate Compact program and has oversight of the Community Service Work Program.

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 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.

Minimum Education and Experience Requirements

Some state job postings say you can qualify by and “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. 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.

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.

Valuing Education and Experience

The State of North Carolina values the knowledge and experience of our jobseekers and current state employees. Approximately 91 percent of state job classifications allow experience to be substituted for education or do not require a post-secondary degree. Learn more about how you may qualify for a position through education or directly related experience, or a combination of both, with the Education and Experience Equivalency Guide.

State Application Resources/Frequently Asked Questions

All job postings close at 11:59pm the night before the End Date on the posting.