Administrative Specialist II

Agency

Adult Correction

Division

COO - Community Supervision

Job Classification Title

Administrative Specialist II (S)

Position Number

65036953

Grade

NC09

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 Division of Community Supervision (DCS) is seeking an organized, experienced administrative professional to provide high-level administrative and operational support to the Director of Operations and agency leadership.

Based at 2020 Yonkers Road in Raleigh, this position is responsible for coordinating office operations, facilitating administrative workflows, and serving as a key liaison between the Director of Operations, various Department divisions and sections, and other state agencies. The position also provides administrative and logistical support for leadership meetings, on-site events, and presentations. Additionally, the incumbent may serve as backup administrative support to the Chief Deputy Secretary of Community Supervision and the Directors of Administrations and Programs.

Position requires working in a fast-paced, high-profile environment with the ability to meet changing deadlines while working well under pressure and maintaining a professional demeanor. The position requires the ability to distinguish confidential information from public information and exercise appropriate judgment when handling, sharing, and safeguarding sensitive matters.

This position has access to sensitive and confidential information and requires strict adherence to HR policies, sound judgment, and the highest standards of confidentiality and discretion.

The selected candidate must be able to travel as necessary to fulfill job responsibilities, including travel requiring overnight stays.

The duties of the Administrative Specialist II include, but are not limited to:

Administrative Support:
• Screen calls and visitors, manage access to the Director, and address requests appropriately
• Prepare, edit, and proofread correspondence and documents for the Director’s review and signature
• Use departmental web applications (ex. OPUS and CJLEADS) to gain offender, officer, and staff information in order to provide assistance to Director or other internal customers
• Coordinate follow-up communications related to critical incidents, training, meetings, events etc…
• Assist with maintaining ACA accreditation
• Maintain and update the field operations roster and agency map; communicate updates with staff and Support services as needed to ensure most current information is on SharePoint and public pages
• Receive, distribute, and appropriately respond to incoming mail

Customer Service & Scheduling:
• Coordinate and schedule meetings and events for various teams such as ACE, ERT, UOF, AXON etc…
• Prepare and distribute meeting minutes and track follow-up items as needed
• Manage the Director’s calendar, travel arrangements for Director and staff, and daily workflow
• Coordinate and update departmental conference room reservations

Data Management and Reports:
• Maintain inventory records for office and safety equipment assigned to the Director and Operations staff; coordinate updates and replacements with Fiscal staff
• Prepare and submit travel expenses and reimbursement reports using appropriate budget codes
• Review approval requests from section staff and take necessary action
• Maintain vehicle records, ensure mileage logs are submitted and approved timely, and coordinate maintenance and repairs with Fiscal staff
• As a Procurement Card (P-Card) holder; maintain purchase logs, receipts, and supporting documentation for the Director and Operations staff
• Obtain required approvals and forward receipts to Fiscal staff for reconciliation
• Maintain record of all Administrative Memos sent to staff from Director and Operations team
• Maintain records of Emergency Response Team (ERT) deployments, training and operational activities
• Attend ERT Committee meetings; prepare agendas, record minutes, and track follow-up items
• Maintain ERT standard equipment inventory and inspection records
• Monitor Field Services Proxy for Use of Force, NARCAN, scheduling joint operations (this list is not all-inclusive)
• Utilize DCS SharePoint as needed for document retrieval and submissions; analysis of reports and other field submissions, take action as needed

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: $41,206.00 - $72,113.00

The following criteria will be used to determine the most qualified candidates. Please be sure your application includes a detailed description of your work history for evaluation purposes. We cannot review resumes or other attachments in lieu of application data.

• Demonstrated considerable knowledge of DAC Community Supervision services, policies, procedures, SOPs, and regulations
• Experience compiling, assimilating, organizing, manipulating, and analyzing printed and electronic information using Microsoft Office applications and other business tools to support decision-making, reporting, recordkeeping, and program operations
• Excellent communication skills, with proven ability to produce clear, concise, and professional written/oral communications, reports, and correspondence using appropriate grammar, organization, and formatting
• Experience in developing action plans, coordinating resources and activities, monitoring progress, and ensuring timely implementation of projects, initiatives, and administrative processes with little or no supervision
• Experience working in positions requiring a high degree of professionalism, confidentiality, and discretion

The Posting Will Close At 11:59 P.M. The Night Before The End Date

This is an Internal Posting open ONLY for current employees of the NC Department of Adult Correction and eligible RIF Candidates from NC State Government.

 

This is a full-time position (40 hours per week) with benefits.

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 NCFlex 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. For more information about the North Carolina Department of Adult Corrections (NCDAC), please visit us at our website.

Application Process
Be sure to complete the application in its entirety. Resumes will not be accepted in lieu of completing this application.

• Information should be provided in the appropriate areas, to include the following: Education, including high school and all degrees obtained, Work Experience, and Certificates & Licenses. It is critical to our screening and salary determination process that applications contain comprehensive candidate information.
• Answers to Supplemental Questions are not a substitute for providing all relevant information within the body of your application. To receive credit for the supplemental questions, you must provide supporting information within the "Work Experience" section of the application to support your answers.
• If multiple applications are submitted to an individual posting, only the most recent application received prior to the closing date will be accepted. Applications must be submitted by 11:59 PM on the night before closing date.
• Applicants may be subject to a criminal background check.
• If applying for a position certified through the NC Dept. of Justice - Criminal Justice Standards Division, click this link for specific certification requirements: Correctional & Probation/Parole Officer Certification.
• The NC Dept. of Adult Correction must adhere to the US Dept. of Justice Final Rule on the "National Standards to Prevent, Detect, and Respond to Prison Rape." Click this link for information on hiring and promotion prohibition requirements for all positions in the NC Dept. of Adult Correction: PREA Hiring and Promotion Prohibitions (Download PDF reader).
• Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. To check the status of your application, please log in to your account. The hiring process may take several weeks.
• Degrees must be received from appropriately accredited institutions. Transcripts and degree evaluations may be uploaded with your application. The State of North Carolina/Office of State Human Resources (OSHR) uses the National Association of Credential Evaluation Services (NACES) as a referral resource for applicants who need to have their credentials certified as equivalent. For a list of organizations that perform this specialized service, please visit the NACES membership website at https://www.naces.org/members.

Degree/College Credit Verification

Degrees must be received from appropriately accredited institutions. Transcripts, degree evaluations, and cover letters may be uploaded with your application

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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.

ADA Accommodations

Consistent with the Americans with Disabilities Act (ADA) and the Pregnant Workers Fairness Act (PWFA), North Carolina Department of Adult Correction (NCDAC) is committed to the full inclusion of all qualified individuals.  As part of this commitment, NCDAC will ensure that people with disabilities, or known limitations covered by the PWFA, are provided with reasonable accommodation.  If reasonable accommodation is needed to participate in the job application or interview process, please contact the person indicated below. 

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 diploma or General Educational Development (GED) diploma and four years of related administrative experience;

OR

An equivalent combination of education 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.

Recruiter:

Atchemsou Nicole Adjare Sandani

Email:

DACWorkday@dac.nc.gov