Division III Administrative Specialist

Agency

Adult Correction

Division

COO - Community Supervision

Job Classification Title

Administrative Specialist I (S)

Position Number

60075121

Grade

NC08

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 primary purpose of the Division Administrative Specialist (Administrative Specialist I) within DAC’s Division of Community Supervision (DCS), is to provide administrative support to the Judicial Division Director (JDD). This includes but not limited to duties involving office operations, personnel, public and staff relations and inquiries, composing letters, drafting memos, generating reports and tracking data.

The Division of Community Supervision provides probation, parole and post-release supervision for individuals returning to their communities after serving their sentences. More than 2,000 probation/parole officers serve across the state, with offices in every county, supervising more than 80,000 individuals living in North Carolina communities.

The employee in this role will maintain frequent communication with DCS staff through electronic, telephone, and in-person interactions, collecting and sharing information on behalf of the JDD. The position will also involve responding to inquiries from the public and routing calls or requests to the appropriate individual or department.

Job responsibilities include but are not limited to the following:
• Schedule appointments and maintain a calendar for the Judicial Division Director and Assistant Division Director, coordinate meetings and interviews
• Prepare and distribute materials for meetings, transcribe, disseminate, and maintain minutes at Judicial Division-level meetings
• Generate, track, and maintain various reports for the Judicial Division, which involves compilation of data from the Judicial District offices and others
• Open, distribute, and process all incoming and outgoing mail
• Serve as the site security administrator for area within purview (Judicial Division, and assist when Judicial Districts AS1 positions are vacant)
• Work closely with JDD in maintaining investigation files, which requires confidentiality and strict adherence to policy and deadlines
• Perform personnel administration functions, including onboarding support for new employees by coordinating system access, maintaining personnel and investigation databases, corresponding with applicants, preparing and distributing personnel-related correspondence, managing personnel files, assisting with disciplinary and investigative documentation, maintaining OSHA logs, Safety Inspection forms, and supporting time administration activities through FIORI (SAP/GUI)
• Assist with performing clerical responsibilities in the fiscal area as needed, which may include processing procurement and purchasing transactions, reconciling Purchase Card receipts, maintaining financial and inventory records, preparing vendor payment documentation, tracking office and ammunition inventory, and supporting administrative operations through accurate recordkeeping, equipment oversight, and compliance with established procedures

Confidentiality, discretion, professionalism, timeliness, accuracy, attention to detail
are key skills needed to be successful in this role.

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

Salary Range: $39,244.00-$68,679.00

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:

• Working knowledge of agency policies, procedures, and Community Supervision programs
• Demonstrated experience handling supervisor or executive level administrative support functions (examples include