Administrative Associate II - Davidson County

State of North Carolina•Davidson County, NC

2d•Onsite

About The Position

The Administrative Associate II is assigned to the Judicial District 22 Office in Davidson County and provides clerical and administrative support to Chief Probation/Parole Officers, Probation/Parole Officers, one or more units, and the Judicial District Office as operational needs require. The role is a front-line point of contact for offenders and other visitors, acknowledging arrivals, monitoring waiting areas, answering basic inquiries, and notifying the appropriate personnel. The position maintains records and reports; enters and retrieves information in OPUS; prepares and edits documents; records meeting minutes; monitors staff schedules and calendars; and handles location inventories, supplies, correspondence, files, and mail. The role also analyzes, reconciles, and compiles recurring reports within specified time frames. The supervisor may assign other duties as needed.

Requirements

High school graduation and demonstrated possession of knowledge, skills, and abilities gained through at least one year of office assistant or secretarial experience, or an equivalent combination of training and experience.

Nice To Haves

Attention to detail and thoroughness in completing tasks.
Clear, concise verbal and written communication and the ability to listen and respond appropriately.
Interpersonal skills to develop and maintain effective working relationships and support teamwork.
Ability to use office equipment, software, and other relevant technology to meet business needs.
Planning and organizing skills to ensure work is completed efficiently.
Active participation in team effectiveness and consideration for the needs and feelings of others.

Responsibilities

Acknowledge offenders and other visitors and alert the appropriate Probation/Parole Officer when an offender arrives.
Monitor offender waiting areas, answer basic inquiries, and direct visitors to appropriate personnel.
Answer incoming phone calls and disseminate information to the appropriate person.
Act on staff directives and requests to support orderly operation of the unit and facility.
Maintain assigned records and reports and enter and retrieve information in the OPUS system as needed.
Type and edit reports, forms, orders, judgments, expense vouchers, inventory orders, computer work tickets, and correspondence to offenders and community partners.
Record and transcribe meeting minutes.
Maintain and monitor staff monthly work schedules and calendars.
Conduct location equipment and supply inventories and order supplies upon notification from the district office.
Assist staff with updating and maintaining fact sheets.
Analyze, reconcile, and compile monthly reports within specified time frames, including unit statistical reports, mileage reports and logs, stamp logs, BEACON error reports, phone bills, and copy machine reports.
Organize and maintain pertinent location and unit information, including employee schedules and contact sheets, fact sheets, closed files, and location inventory.
Compose and respond to email correspondence daily.
File documents electronically and in hard copy.
Process incoming and outgoing mail through the U.S. Postal Service and courier.
Perform other duties assigned by the supervisor.