Office Assistant III

Agency Adult Correction Division COO - Community Supervision Job Classification Title Administrative Associate II (S) Position Number 60075490 Grade NC02 About Us 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! Description of Work 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! Description of Work Position provides clerical and administrative support to Chief Probation/Parole Officers and Probation/Parole. Officers within one or more work units. Work is performed in a Judicial District Office or Judicial District Probation office. Knowledge Skills and Abilities/Management Preferences Salary Grade: NC02 Recruitment Range: $31,200.00 - $51,249.00 Recruitment Range: $31,200.00 - $42,483.00 This Posting Will Close At 11:59m The Night Before the End Date This position is located at: 3325 Chapel Hill Blvd. Ste 100B Durham, NC 27707 The typical work schedule is Monday - Friday, 8am -5pm, 40 hours a week. If you desire a rewarding career that has a great work/life balance with benefits, please apply today! Knowledge Skills and Abilities/Management Preferences Candidates now meet the minimum qualifications of a position if they meet the minimum education and experience listed on the vacancy announcement. The Knowledge, Skills, and Abilities (KSAs)/Management Preference are not required. But applicants who possess the following skills are preferred: Thorough knowledge in completing tasks efficiently and promptly when utilizing various business functional areas such as administration, strategic planning, time management, and organizational skills. Experience using Microsoft Office technology products such as Outlook, Word, Excel, PowerPoint, Office 365, Email, Smartsheet, as well as operating typical office equipment Experience developing and maintaining effective relationships with others to encourage and support communication, and collaborative working relationships with coworkers Demonstrated ability to comprehend information and effectively communicate it to others, both verbally and in writing, using correct and/or appropriate tone, spelling, punctuation, and specialized vocabulary Working knowledge/experience in data collection, storage, compilation, and organization in printed and electronic formats. Reception- 30 Percent This position is front-line/reception for offender interaction in an office setting. Must be able to acknowledge offenders and other visitors, and alert the appropriate Probation/Parole Officer of offender arrival. Monitor offender waiting areas and answer basic inquiries from visitors and/or offenders and direct them to the appropriate personnel. Answer incoming phone calls and disseminate information to the appropriate person. Act upon directives and requests from staff to aid in the orderly operation of the unit and the facility. Records and Reports- 60 Percent Type and edit reports, forms, orders, and other documents such as judgments, expense vouchers, and inventory orders, work tickets for computers, correspondence to offenders, correspondence to community partners, and others. Record and transcribe minutes of meetings. Maintain and monitor staff monthly work schedules and calendars. Conduct physical inventories of equipment and supplies and order supplies upon notification or request from the district office. Assist staff with updating and maintaining fact sheets or other inventory documents. Analyze, reconcile, and compile monthly reports within specified time frames. These may include unit statistical reports, mileage reports/logs, stamp logs, time and leave error reports, phone bills, copy machine reports, and similar. Organize and maintain all pertinent information for the location and the unit, such as employee schedules, employee contact sheets, fact sheets, closed files, and inventory for the location. Compose and respond to email correspondence daily. Clerical- 10 Percent File documents both electronically and in hard copy. Process incoming and outgoing mail through the US Postal Service and Courier. May be required to operate a state-owned motor vehicle for business purposes, such as delivering documents to other probation offices. Minimum Education and Experience Some state job postings say you can qualify by an “equivalent combination of education and experience.” If that language appears below, then you may qualify through EITHER years of education OR years of directly related experience, OR a combination of both. See the Education and Experience Equivalency Guide for details. About the Division of Community Supervision (DCS): The Division of Community Supervision (DCS) is responsible for ov