District Administrative Specialist

State of North Carolina • Easton, NC

21h

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!

Requirements

• Considerable knowledge of office practices, techniques, and technology; ability to practice effective communication techniques, both orally and in writing, adjusting language or terminology to meet the needs of the audience, using correct grammar, organization, and structure
• Demonstrated experience interpreting and applying federal, state, and agency personnel and fiscal policies, procedures, regulations, and laws across diverse transactions
• Demonstrated experience compiling, assimilating, and organizing both printed and electronic information; ability to apply knowledge of data collection, storage, organization, manipulation and/or analysis of data
• Considerable knowledge of services, policies, and procedures related to personnel and fiscal program areas, with experience applying this knowledge in performance of related tasks, including maintaining confidentiality
• Demonstrated experience in positions requiring exceptional attention to detail and analytical precision; experience working independently or with minimal supervision
• High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.

Responsibilities

• Assist with benefits, Workers’ Compensation, equipment and supply ordering
• Serve as Site Security Administrator and assist with employee program access and position management for the District
• Serve as the Time Administrator for the district
• Perform weekly reviews of staff time entry
• Execute reports from the Integrated HR-Payroll System to verify accuracy in time administration and to monitor personnel actions
• Type confidential personnel-related documents such as reprimands, disciplinary actions or incidents, letters of recommendation
• Maintain personnel files, medical files, disciplinary actions, investigations, district organizational chart, personnel roster, and ensures compliance with established retention periods
• Ensure all staff information is accurate in Integrated HR-Payroll System, NCID System, and OPUS Online
• Serve as personnel assistant for the district and assists with employee questions to include but not limited to changes to insurance, address, beneficiaries, qualifying life events, employee wage withholding and direct deposit within Integrated HR-Payroll System
• Serve as Health Benefits Representative for the District
• Monitor tasks/benefits process for leave of absence and return-to-work actions due to short term disability, FMLA, FIL, Parental Leave, Workers Compensation and Military Reserve Active Duty
• Prepare FMLA employee leave kit/forms, letter for continuation of benefits during LOA, maintains FMLA workbench in the Integrated HR-Payroll System
• Distribute Voluntary Shared Leave communications regarding donation periods and forms to District staff
• Compile VSL forms and forwards to appropriate authority
• Enter first notice of injury into the Workers’ Compensation system
• Obtain employee and supervisor statements, submits Workers Compensation request form to determine salary/non-salary continuation and sends appropriate packet to employee
• Enter employee time and maintains communication with all parties to evaluate employee status through medical documentation to establish a return to work date
• Prepare interview packets and sets up applicant interviews for vacant positions
• Work closely with applicants to complete required Human Resources and Agency forms prior to interview
• Assist interview team with technological and administrative matters
• Gather and organizes completed interview packets and forwards them to appropriate authority
• Create and establishes new hire staff IDs in OPUS, assists with NCID registration, NCAWARE/AOC, Outlook access and group email distribution list; Grants access to OPUS, assigns position and profiles
• Gather new hire demographics and ensures all information is properly uploaded into the appropriate electronic programs and databases
• Establish personnel and medical files for new hire and ensures required forms are signed/dated by new hire and placed in files
• Work closely with local county health officials to maintain vaccination contract and to schedule new hire vaccinations as needed
• Verify new hire compliance with North Carolina driver’s license policies
• Prepare and provides new hire with training materials, policies, and safety and benefits information
• Explain new hire orientation, onboarding and training deadlines, and the Learning Management System
• Assign in-service training modules in LMS per District schedule and executes reports to verify completions
• Prepare employee separation forms to include: MECR, SPMEDA, CNTR008 and Employee Final Pay/Insurance Benefits Termination Guide
• Assist Chief Probation/Parole Officers and District Managers with completion of employee separation checklists and verifies all items are completed
• Delete User ID/Revokes access for the following – NCID, NCAWARE/AOC, CJLEADS, ICOTS
• Assist with deletion of access to EADS, email, and other electronic programs and devices
• Properly update vacant position information on District O-Chart, District Roster, and other electronic databases
• Ensure information and equipment related to vacant position are forwarded to appropriate authorities and that all employee files are properly stored and retained
• Ensure all matters of a confidential nature are not shared or revealed according to policy and procedure
• Prepare and maintains documents, logs and reports and verifies information for a variety of data to include but not limited to telephone calls and faxes, requisitions and purchase orders, CNTR005 Direct Processing Forms, training authorizations, vehicle usage, expenses, U.S. Postage stamps, purchase cards and usage orders
• Monitor fiscal needs
• Maintain and updates an inventory of all office supplies and equipment
• Determine supply and form needs by assessing inventory records and physical audit of supplies on hand, to include but not limited to drug screens, office supplies, safety equipment, personal protective equipment, janitorial supplies, and office furniture
• Prepare local purchase authorizations
• Utilize e-Procurement to request quotes from vendors for office supplies to obtain and review lease renewal agreements, and to create and submit requisitions for purchasing and lease payments
• Access the North Carolina Financial Accounting System to issue usage orders for supplies from the Warehouses
• Verify payments have been issued to various vendors for supplies or services
• Ensure travel reimbursements have been issued to staff
• Prepare and/or reviews travel authorization requests and expense vouchers for employees’ related expenses and submits to Division Office for approval and forwarding
• Prepare Judicial District Manager expense vouchers and monitors all district vouchers for accuracy and timeliness
• Perform monthly reconciliation of account payments and reviews open purchase orders and direct payments
• Reviews all travel logs for the district and maintains original logs at the District Office
• Compiles monthly mileage report with vehicle usage costs for District and submits to Division Office
• Maintain knowledge of Motor Fleet Management policy regarding state-issued vehicles
• Keep detailed log of all District vehicles and parking assignments
• Process required forms and ensures accurate data maintenance when vehicles are reassigned or exchanged
• Communicate with the Department of Information and Technology (DIT), service technicians, and leasers to arrange for prompt and efficient maintenance and repair of office equipment or electronic programs and maintenance and repair to state-owned or leased facilities and communication systems by using telephone, fax, electronic mail, District documents, and online service portals
• Maintain records of annual service and maintenance contracts on office equipment, monitors and completes requests for maintenance service agreements; confers with vendors to obtain bids, arrange for delivery of equipment and supplies to ensure that supplies and equipment are delivered as ordered in an acceptable condition by using telephone, fax, electronic mail, District documents
• Maintain file for SBI Reports regarding damage to state vehicle, or lost/stolen, damaged state equipment
• Request labels for items identified for surplus and arrange for delivery to Raleigh for disposal
• Receive requests from Division/Administrative management to prepare various documents, reports, graphs, charts, and tables regarding operational/programmatic issues using fax, telephone, electronic mail, computer, software
• Ensure employee time reports and work schedules are accurate and compliant with policies, to include verification of supplemental pay, all types of leave availability, and leave variances
• Ensure placement of vaccination records or refusal in all employee medical files
• Maintain files for electronic phone bills to include approved expense summary pages with monthly line charges and cellular phone pages
• Maintain current list of state-issued cell phones with assigned employees
• Maintain file for Purchase Card holder with Employee Agreements and proof of training
• Maintain detailed and accurate log and file with statements and supporting receipts for all P-Card purchases
• Maintain detailed and accurate logs and files of all Direct Processing Forms and Purchase Orders with supporting documents
• Maintain file of reconciliation reports
• Maintain detailed and accurate logs of all US Postage Stamps purchased, distributed, and used and provides verification of stamps on-hand
• Ensure Designee Letter(s) have been signed and are filed in District Office
• Compiles and maintains Equipment Audit/Inspection Forms for all radio, smartphones, laptops, weapons, safety packages and assigned vehicles to be submitted to Judicial Division Office
• Keeps records of any completed asset transfer, surplus, and disposal action forms
• Maintain accurate and current files for Safety Inspection forms and safety meeting minutes
• Updates safety books as needed with evacuation plans, Annual Sharps Device Evaluation. Material Data Safety Sheets, and current Chemical Inventory
• Updates and maintains Written Programs and Action Plans for Emergency, Fire Prevention, Bloodborne Pathogens, Hazard Communications, AED (if applicable) and Continuity of Operations and performs annual review of programs
• Maintains and files Safety Data Sheets based on retention requirements
• Executes training reports to ensure all staff are compliant with safety trainings that include Occupational Exposure to Infectious Disease, Fire Safety, First Aid/CPR/AED, Workplace Violence, and Workplace Safety & Health Orientation/Hazard ID
• Ensure each employee annually reads and signs a current Job Safety Analysis for their position and maintains with Safety Manual
• Enters all accidents/incidents that go beyond first aid into the Safety Occupational and Environmental Health Reporting System as the Safety Field Representative
• Maintains the OSHA 300 Log for work related injuries and illnesses and posts the OSHA form 300A in compliance with OSHA regulations
• Ensures compliance with required federal, state, and local postings, to include but not limited to postings related to E-Verify, NC Department of Labor, US Department of Justice, OSHA, EEO, DPS Safety, Bomb Threat Procedures, and District Continuity of Operations
• Requests five-year-old probation cases from supervisors; organizes these files on District level and forward to Raleigh for microfilming
• Open and distribute mail, greets visitors
• Compose and edits minutes of various meetings held at the Judicial District Office and submits to appropriate personnel
• Serve as team leader for data entry employees
• Secure facilities and coordinates personnel and equipment to arrange for requested and mandatory meetings and training for the Judicial District
• Communicate with Judicial District staff by composing memorandums and directives to convey and/or obtain statistical information, policy changes, assigning duties and instructions

Benefits

• Eligible state employees are entitled to comprehensive benefits, including a variety of leave options, professional development opportunities, insurance, and more.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED