Administrative Associate II - Guilford

Agency Adult Correction Division COO - Community Supervision Job Classification Title Administrative Associate II (S)

Position Number  Grade NC02

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!

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.
• 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

• 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…