Job Description

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!

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 managing multiple calendars; organizing events, meeting minutes and handling related follow-up; composing or responding to correspondence on behalf of the supervisor; handling travel as well as expense reports)
• Demonstrated proficiency in communicating information clearly, concisely, and professionally through oral and written correspondence, utilizing proper grammar, spelling, and formatting
• Demonstrated experience handling confidential/ sensitive documents, tracking, maintaining, or organizing large amounts of data
• Demonstrated experience providing customer service via phone, email, and/or in-person

The Posting will close at 11:59 P.M. the night before the end date.

REPOST - Previous applicants Do Not Need To Reapply in order to be considered for this vacancy.

This is a full-time position (40 hours per week) with benefits ** Applicants must pass a background check to be eligible for this job.**

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.

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 two 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