Administrative Associate II

State of North Carolina•Cary, NC

1d•Onsite

About The Position

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! This position is front line/reception for offender interaction in an office setting. Must be able to acknowledge offenders and other visitors and alert appropriate Probation/Parole Officer of offender arrival. We are currently recruiting for a Administrative Associate II position in Judicial District 8, Wayne County. Monitor offender waiting areas and answer basic inquiries from visitors and/or offenders, and direct to the appropriate personnel. Answer incoming phone calls and disseminate information to the appropriate person. Act upon directives and requests from staff to aid in orderly operation of the unit and the facility. Work is mainly performed in MS Office programs and the OPUS (offender tracking) system. Enter and retrieve information in OPUS as needed. Type and edit reports, forms, orders, and other documents such as judgments, expense vouchers, inventory orders, work tickets for computers, correspondence to offenders, correspondence to community partners, and others. Record and transcribe minutes of meetings. Maintain and monitor staff monthly work schedules and calendars. Conduct physical inventories of equipment and supplies, and order supplies upon notification or request from the district office. Assist staff with updating and maintaining fact sheets or other inventory documents. Analyze, reconcile, and compile monthly reports within specified time frames. These may include unit statistical reports, mileage reports/logs, stamp logs, time and leave error reports, phone bills, copy machine reports, and similar. Organize and maintain all pertinent information for the location and the unit such as employee schedules, employee contact sheets, fact sheets, closed files, inventory for the location. Compose and respond to email correspondence on a daily basis. File documents both electronically and hard-copy. Process incoming and outgoing mail through US Postal Service and Courier. May be required to operate a state-owned motor vehicle for business purposes, such as delivering documents to other probation offices. This position description is not all-inclusive and supervisor may delegate and assign other duties to position as needed.

Requirements

THIS POSTING WILL CLOSE AT 11:59 P.M. ON MARCH 12, 2026.
Thorough knowledge in completing tasks efficiently and promptly when utilizing various business functional areas such as administration, strategic planning, time management, organizational skills.
Experience using Microsoft Office technology products such as Outlook, Word, Excel, PowerPoint, Office365, Email, Smartsheet, as well as operating typical office equipment.
Experience developing and maintaining effective relationships with others to encourage and support communication, and collaborative working relationships with coworkers.
Demonstrated ability to comprehend information and effectively communicate it to others, both verbally and in writing, using correct and/or appropriate tone, spelling, punctuation, and specialized vocabulary.
Working knowledge/experience in data collection, storage, compilation, and organization in printed and electronic formats.
High school or General Educational Development (GED) diploma and one year of administrative experience; or an equivalent combination of education and experience.

Responsibilities

Acknowledge offenders and other visitors and alert appropriate Probation/Parole Officer of offender arrival.
Monitor offender waiting areas and answer basic inquiries from visitors and/or offenders, and direct to the appropriate personnel.
Answer incoming phone calls and disseminate information to the appropriate person.
Act upon directives and requests from staff to aid in orderly operation of the unit and the facility.
Enter and retrieve information in OPUS as needed.
Type and edit reports, forms, orders, and other documents such as judgments, expense vouchers, inventory orders, work tickets for computers, correspondence to offenders, correspondence to community partners, and others.
Record and transcribe minutes of meetings.
Maintain and monitor staff monthly work schedules and calendars.
Conduct physical inventories of equipment and supplies, and order supplies upon notification or request from the district office.
Assist staff with updating and maintaining fact sheets or other inventory documents.
Analyze, reconcile, and compile monthly reports within specified time frames.
Organize and maintain all pertinent information for the location and the unit such as employee schedules, employee contact sheets, fact sheets, closed files, inventory for the location.
Compose and respond to email correspondence on a daily basis.
File documents both electronically and hard-copy.
Process incoming and outgoing mail through US Postal Service and Courier.
May be required to operate a state-owned motor vehicle for business purposes, such as delivering documents to other probation offices.