Administrative Associate II - Granville Correctional

State of North Carolina

5d•$31,200 - $49,340

About The Position

Positions in this class are characterized by their performance of a variety of administrative, clerical, and office support duties. Positions require knowledge of the office or work unit policies and procedures in order to communicate information involving programs, functions, and services. Duties performed may include preparation of documents and reports, composition of memos and letters, the use of office technology, compiling records, organizing and maintaining files, posting information, greeting, referring, assisting visitors, clients, staff, and others, mail distribution, and photocopying. Positions may serve as the primary staff assistant to a department or program manager. Positions may serve as an office coordinator for a work unit. Positions require knowledge of the work unit policies and procedures as well as state and federal general statutes in order to communicate information involving programs, functions, and services. This position reports to the Associate Warden of Custody. Job responsibilities include the following: Maintaining a calendar of required periodic reports and ensures the reports are submitted accurately and timely. Maintaining and updating manuals, directories and files as needed. Corresponding, both written and verbal, this includes composing documents and correspondence from rough drafts and independently; processing incoming and outgoing mail for the Associate Wardens; responding verbally to phone calls from employees, government officials and the general public. Filing and maintaining records, including sensitive and confidential data. Creating and maintaining spreadsheets and/or databases to monitor and track facility data. Serving as first point of telephone contact for calls to the Associate Wardens and serves as facility backup to the switchboard operator, providing coverage during the operator’s lunch break and absences from work. Reviewing offender publications to ensure compliance with NCDPS Publications policy. Drafting denial of publication notices to offenders as needed and monitors appeal requests to the Correspondence Review Board. Recording meeting minutes as necessary. Assisting with special projects, providing assistance to other staff as deemed necessary and appropriate by management, and will have offender contact. This is a full-time position (40 hours per week) with State Benefits.

Requirements

High school or General Educational Development (GED) diploma and one year of administrative experience; or an equivalent combination of education and experience.

Nice To Haves

Documented experience of clerical/secretarial skills.
Documented proficiency with Microsoft Word and Excel.

Responsibilities

Maintaining a calendar of required periodic reports and ensures the reports are submitted accurately and timely.
Maintaining and updating manuals, directories and files as needed.
Corresponding, both written and verbal, this includes composing documents and correspondence from rough drafts and independently; processing incoming and outgoing mail for the Associate Wardens; responding verbally to phone calls from employees, government officials and the general public.
Filing and maintaining records, including sensitive and confidential data.
Creating and maintaining spreadsheets and/or databases to monitor and track facility data.
Serving as first point of telephone contact for calls to the Associate Wardens and serves as facility backup to the switchboard operator, providing coverage during the operator’s lunch break and absences from work.
Reviewing offender publications to ensure compliance with NCDPS Publications policy.
Drafting denial of publication notices to offenders as needed and monitors appeal requests to the Correspondence Review Board.
Recording meeting minutes as necessary.
Assisting with special projects, providing assistance to other staff as deemed necessary and appropriate by management, and will have offender contact.