Administrative Specialist II

State of North Carolina•Wake County, NC

2d•Onsite

About The Position

The Division of Community Supervision (DCS) seeks an organized, experienced administrative professional to provide high-level administrative and operational support to the Director of Operations and agency leadership. Based at 2020 Yonkers Road in Raleigh, the position coordinates office operations and administrative workflows and serves as a liaison among the Director of Operations, Department divisions and sections, and other state agencies. It also provides logistical support for leadership meetings, on-site events, and presentations, and may provide backup administrative support to the Chief Deputy Secretary of Community Supervision and the Directors of Administrations and Programs. The role operates in a fast-paced, high-profile environment and requires managing changing deadlines, working well under pressure, and maintaining a professional demeanor. It involves access to sensitive and confidential information, requiring sound judgment, discretion, and adherence to HR policies. The selected candidate must be able to travel as needed, including overnight travel. The position is full-time, 40 hours per week, and includes benefits.

Requirements

High school diploma or GED and four years of related administrative experience, or an equivalent combination of education and experience.
Considerable knowledge of DAC Community Supervision services, policies, procedures, standard operating procedures, and regulations.
Experience compiling, assimilating, organizing, manipulating, and analyzing printed and electronic information using Microsoft Office applications and other business tools to support decision-making, reporting, recordkeeping, and program operations.
Excellent communication skills and demonstrated ability to produce clear, concise, professional written and oral communications, reports, and correspondence with appropriate grammar, organization, and formatting.
Experience developing action plans, coordinating resources and activities, monitoring progress, and ensuring timely implementation of projects, initiatives, and administrative processes with little or no supervision.
Experience in positions requiring a high degree of professionalism, confidentiality, and discretion.
Ability to travel as necessary to fulfill job responsibilities, including travel requiring overnight stays.
Must be a current employee of the NC Department of Adult Correction or an eligible RIF candidate from NC State Government.

Responsibilities

Screen calls and visitors, manage access to the Director, and respond appropriately to requests.
Prepare, edit, and proofread correspondence and documents for the Director’s review and signature.
Use departmental web applications, such as OPUS and CJLEADS, to obtain offender, officer, and staff information to assist the Director and internal customers.
Coordinate follow-up communications related to critical incidents, training, meetings, and events.
Assist with maintaining ACA accreditation.
Maintain and update the field operations roster and agency map, communicating updates to staff and Support Services and ensuring current information is available on SharePoint and public pages.
Receive, distribute, and appropriately respond to incoming mail.
Coordinate and schedule meetings and events for teams such as ACE, ERT, UOF, and AXON.
Prepare and distribute meeting minutes and track follow-up items.
Manage the Director’s calendar, travel arrangements for the Director and staff, and daily workflow.
Coordinate and update departmental conference room reservations.
Maintain inventory records for office and safety equipment assigned to the Director and Operations staff, and coordinate updates and replacements with Fiscal staff.
Prepare and submit travel expenses and reimbursement reports using appropriate budget codes.
Review approval requests from section staff and take necessary action.
Maintain vehicle records, ensure mileage logs are submitted and approved on time, and coordinate vehicle maintenance and repairs with Fiscal staff.
As a Procurement Card holder, maintain purchase logs, receipts, and supporting documentation for the Director and Operations staff; obtain approvals and forward receipts to Fiscal staff for reconciliation.
Maintain records of administrative memos sent to staff by the Director and Operations team.
Maintain records of Emergency Response Team deployments, training, and operational activities.
Attend ERT Committee meetings; prepare agendas, record minutes, and track follow-up items.
Maintain ERT standard equipment inventory and inspection records.
Monitor Field Services Proxy for Use of Force, NARCAN, and scheduling joint operations, among other activities.
Use DCS SharePoint to retrieve and submit documents, analyze reports and field submissions, and take action as needed.
Perform other duties as delegated by the supervisor.