Administrative Associate II - Guilford

COO - Community Supervision

Administrative Associate II (S)

This position is assigned to the Judicial District 18 Office in Guilford County. Position provides clerical and administrative support to Chief Probation/Parole Officers and Probation/Parole Officers consisting of one or more units and the Judicial District Office when requested for operational needs at the district level. This position is a front line for offender interaction in an office setting. Must be able to acknowledge offenders and other visitors and alert appropriate Probation/Parole Officer of offender arrival.

- Monitor offender waiting areas and answer basic inquiries from offenders and direct 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 orderly operation of the unit and the facility.

This position will be responsible for certain records and reports.

- Enter and retrieve information in the OPUS system when needed.

- Type and edit reports, forms, orders, and other documents to include but not limited to judgments, expense vouchers, 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 location equipment and supply inventory and order supplies upon notification from the district office.

- Assist staff with updating and maintaining fact sheets.

- Analyze, reconcile, and compile monthly reports with specified time frames to include but not limited to unit statistical reports, mileage reports, stamp logs, BEACON error reports, mileage logs, phone bills, copy machine reports.

- Organize and maintain all pertinent information for the location and the unit to include but not limited to employee schedules, employee contact sheets, fact sheets, closed files, inventory for the location.

- Compose and respond to email correspondence on a daily basis. This position is also be responsible for clerical duties such as file documents both electronically and hard-copy and process incoming and outgoing mail through US Postal Service and Courier. This position description is not all-inclusive and supervisor may delegate and assign other duties to position as needed.

Salary Grade Range: $31,200 - $51,249

The Knowledge, Skills, and Abilities (KSAs)/Management Preferences are not required. Applicants who possess the following skills are preferred:

Attention to Detail:
Thoroughness in accomplishing a task with concern for all the areas involved, no matter how small.

Communication:
Ability to convey information clearly and concisely to groups or individuals either verbally or in writing to ensure they understand the information and the message. Ability to listen and respond appropriately to others.

Interpersonal

Skills:

Ability to develop and maintain effective relationships with others in order to encourage and support communication and teamwork. Ability to build and maintain ongoing, collaborative, working relationships with coworkers to achieve the goals of the work unit.

Office Technology:
Ability to utilize office equipment and other relevant technology (software and systems) to meet business needs.

Planning and Organizing Work:
Establishing courses of action of self and others to ensure that work is completed efficiently.

Team Work:
Active participation in, and facilitation of, team effectiveness; taking actions that demonstrate consideration for the feelings and needs of others; being aware of the effect of one's behaviors on others.

About the Division of Community Supervision:

The Division of Community Supervision (DCS) is responsible for overseeing supervision of adult offenders on probation, parole, or post-release. The DCS mission is to ensure public safety while helping offenders make positive changes and successfully complete their supervision. DCS collaborates closely with the NC Post-Release Supervision and Parole Commission, the court system as well as other state agencies, and community partners, particularly those addressing mental health, substance use and re-entry issues faced by our returning citizens.

DCS is also responsible for the supervision of offenders who transfer from other states through the Interstate Compact program and has oversight of the Community Service Work Program.

Compensation and Benefits:

The State of North Carolina offers excellent comprehensive benefits. Employees can participate in health insurance options, standard and supplemental retirement plans, and the NC Flex program (numerous high-quality, low-cost benefits on a pre-tax basis). Employees also receive paid vacation, sick, and community service leave. In addition, paid parental leave is available to eligible employees. Visit the website for State Benefits.

Supplemental Contact Information:

NCDAC uses the Merit-Based Recruitment and Selection Plan to fill positions subject to…