Administrative Assistant / Administrative Specialist II

State of North Carolina•Wake County, NC

2d•Onsite

About The Position

The Division of Institutions Administration, Programs and Standards (IAPS) within the North Carolina Department of Adult Correction (DAC) provides executive leadership, oversight, operational standards, and evidence-based rehabilitative programming across state correctional facilities. IAPS is committed to public safety, offender rehabilitation, and seamless inter-divisional collaboration. The Administrative Specialist II provides essential daily administrative, operational, and analytical support to the Director of Institution Programs and Services. This support includes report writing, data verification, information summarization and reconciliation, records management, data collection and analysis, research, inventory, human resources administration, and fund collection or expenditure tracking.

Requirements

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

Nice To Haves

Documented advanced experience in Microsoft Office Suite, including Word, Excel, PowerPoint, and Publisher.
Demonstrated experience to accurately record, compile, summarize, reconcile, and conduct basic analysis of both narrative and numerical data to support informed decision-making.
Documented experience verbal and written communication skills, including the ability to produce clear reports, maintain professional correspondence, and engage effectively with a wide range of internal and external stakeholders.
Possess hands-on experience building, automating, and maintaining workflows in Smartsheet and managing complex documents in Adobe Acrobat.

Responsibilities

Serves as primary administrative support to the Facilities Program Manager for statewide Programs initiatives, daily operations, special projects, and operational reports.
Monitors and updates Smartsheet tracking databases; performs data entry, verification, reconciliation, and summarization of narrative and numerical information for executive reports and presentations.
Provides secondary administrative support to the Director of Chaplaincy Services during staff absences or operational peak loads; assists in monitoring Religious Programs and the Volunteer Management System.
Communicates professionally and effectively with staff, facility leadership, regional personnel, offenders, external agencies, and the general public across written, telephonic, and in-person settings.
Schedules meetings, coordinates executive travel, manages calendars, captures detailed meeting minutes, and oversees meeting logistics.
Maintains inventory of office supplies and equipment, generates purchasing orders, creates/modifies departmental forms, and manages confidential files in compliance with agency policy.