Division III Administrative Specialist

State of North Carolina•760 Park Centre Drive Forsyth, NC

4d•$39,244 - $68,679•Onsite

About The Position

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.

Requirements

High school diploma or General Educational Development (GED) diploma and two years of related administrative experience OR An equivalent combination of education and experience.

Nice To Haves

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

Responsibilities

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