Administrative Specialist II

State of North Carolina

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! The purpose of this position is to manage a critical program to assist DAC Office of General Counsel and the NC Attorney General’s Office in the execution of legal requests pertaining to offender litigation within strict timeframes. Work is high volume and deadline driven as it relates to named offenders housed within NCDAC Prisons and former offenders. Responsibilities include, but are not limited to: - Receive, track, and review civil lawsuits - Research issues to respond to correspondence or facilitate a reply by the appropriate section professional - Involve in processing the payment - Contact appropriate section or facility to request records by specified timeframe - Maintain a tracking system for timely submission of documentation electronically and/or digitally - Utilize legal case management system to respond to inquiries and assist the legal team - Perform all other duties as assigned Billing and Administrative - Research issues to respond to correspondence or facilitate a reply by the appropriate section professional. - Manage calendars for the professional staff, including department lawyers, which is critical due to court and legal deadlines. - Maintain a case tracking/mail tracking database. - Process invoices for payment related to the operations of the Office of General Counsel and the Office of The Secretary as needed. - Establish office priorities and coordinate administrative activities. - Maintain filing systems and electronic databases. - Utilize legal case management system to respond to inquiries and assist the legal team.

Requirements

Knowledge of modern office procedures, technology, and equipment
Understanding of judicial and quasi-judicial procedures
Familiarity with personnel and accounting principles and practices
Demonstrate knowledge of MS Excel for data entry, creating spreadsheets, and generating reports.
Ability to perform a majority of job duties independently
Highly organized and efficient
Maintain a professional demeanor when confronted with sensitive issues or emotionally upset individuals.
Clear and logical communication, both orally and in writing
Exercise judgment and discretion in applying and interpreting policies and procedures
Handle confidential and sensitive issues with discretion
Maintain effective working relationships with a variety of federal, state, and local officials
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

Graduation from high school and four years of progressively responsible administrative/office management experience; or completion of a two-year secretarial science or business administration program and two years of experience as described above; or graduation from a four-year college or university, preferably with major emphasis on business administration or related field with demonstrable skills in the assigned area; or an Equivalent combination of training and experience

Responsibilities

Receive, track, and review civil lawsuits
Research issues to respond to correspondence or facilitate a reply by the appropriate section professional
Involve in processing the payment
Contact appropriate section or facility to request records by specified timeframe
Maintain a tracking system for timely submission of documentation electronically and/or digitally
Utilize legal case management system to respond to inquiries and assist the legal team
Perform all other duties as assigned
Manage calendars for the professional staff, including department lawyers, which is critical due to court and legal deadlines.
Maintain a case tracking/mail tracking database.
Process invoices for payment related to the operations of the Office of General Counsel and the Office of The Secretary as needed.
Establish office priorities and coordinate administrative activities.
Maintain filing systems and electronic databases.