Office Assistant III

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

Job summary

The NC Department of Adult Correction is seeking an Administrative Associate II (S) to provide clerical and administrative support to Chief Probation/Parole Officers and Probation/Parole staff in a Judicial District Office. This role includes front-line reception, document processing, and routine data entry.

Responsibilities include answering phones, managing schedules, and producing monthly reports. Strong MS Office skills, organization, and communication abilities are essential for success in

Qualifications

• Strong organization and time-management skills for clerical tasks.
• Proficiency with Microsoft Office and related office tech.
• Ability to create, edit, and maintain records and reports.
• Excellent written and verbal communication abilities.

Responsibilities

• Reception duties: greet visitors, answer phones, direct inquiries.
• Type and edit reports, forms, and inventory-related documents.
• Maintain staff calendars and monthly work schedules.
• Prepare and manage various records and correspondence for units.

Skills

Time management

Organizational skills

Written and verbal communication

Office software

Record keeping

Tools

Microsoft Office (Outlook, Word, Excel, PowerPoint, Office 365)

Smartsheet

Job description

Agency

Adult Correction

Division

COO - Community Supervision

Job Classification Title

Administrative Associate II (S)

Position Number

60075490

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

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

Position provides clerical and administrative support to Chief Probation/Parole Officers and Probation/Parole. Officers within one or more work units. Work is performed in a Judicial District Office or Judicial District Probation office.

Knowledge Skills and Abilities/Management Preferences

Salary Grade: NC02

Recruitment Range: $31,200.00 - $51,249.00

Recruitment Range: $31,200.00 - $42,483.00

This Posting Will Close At 11:59m The Night Before the End Date

Location: 3325 Chapel Hill Blvd. Ste 100B Durham, NC 27707

Work schedule: Monday - Friday, 8am -5pm, 40 hours a week.

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 Preference are not required. But applicants who possess the following skills are preferred:

Thorough knowledge in completing tasks efficiently and promptly when utilizing various business functional areas such as administration, strategic planning, time management, and organizational skills.

Experience using Microsoft Office technology products such as Outlook, Word, Excel, PowerPoint, Office 365, Email, Smartsheet, as well as operating typical office equipment

Experience developing and maintaining effective relationships with others to encourage and support communication, and collaborative working relationships with coworkers

Demonstrated ability to comprehend information and effectively communicate it to others, both verbally and in writing, using correct and/or appropriate tone, spelling, punctuation, and specialized vocabulary

Working knowledge/experience in data collection, storage, compilation, and organization in printed and electronic formats.

Reception- 30 Percent

• This position is front-line/reception for offender interaction in an office setting. Must be able to acknowledge offenders and other visitors, and alert the appropriate Probation/Parole Officer of offender arrival.
• Monitor offender waiting areas and answer basic inquiries from visitors and/or offenders and direct them 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 the orderly operation of the unit and the facility.

Records and Reports- 60 Percent

• Type and edit reports, forms, orders, and other documents such as judgments, expense vouchers, and 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 physical inventories of equipment and supplies and order supplies upon notification or request from the district office.
• Assist staff with updating and maintaining fact sheets or other inventory documents.
• Analyze, reconcile, and compile monthly reports within specified time frames. These may include unit statistical reports, mileage reports/logs, stamp logs, time and leave error reports, phone bills, copy machine reports, and similar.
• Organize and maintain all pertinent information for the location and the unit,