Administrative Assistant​/Administrative Specialist II

Agency / Position Information

Agency:
Adult Correction
Division: COO - Operations
Job Classification

Title:

Administrative Specialist II (S)
Position Number:
Grade: NC09

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 Division of Institutions Administration, Programs and Standards (IAPS) within the North Carolina Department of Adult Correction (DAC) provides executive leadership, oversight, operational standards, and evidence-based rehabilitative programming across state correctional facilities. IAPS is committed to public safety, offender rehabilitation, and seamless inter-divisional collaboration.

The Administrative Specialist II provides essential daily administrative, operational, and analytical support to the Director of Institution Programs and Services. This support includes report writing, data verification, information summarization and reconciliation, records management, data collection and analysis, research, inventory, human resources administration, and fund collection or expenditure tracking.

• Programs & Operations Support:
  Serves as primary administrative support to the Facilities Program Manager for statewide Programs initiatives, daily operations, special projects, and operational reports.
• Data Verification & Report Writing:
  Monitors and updates Smartsheet tracking databases; performs data entry, verification, reconciliation, and summarization of narrative and numerical information for executive reports and presentations.
• Chaplaincy & Volunteer Services Backup:
  Provides secondary administrative support to the Director of Chaplaincy Services during staff absences or operational peak loads; assists in monitoring Religious Programs and the Volunteer Management System.
• Multi-Level Communication:
  Communicates professionally and effectively with staff, facility leadership, regional personnel, offenders, external agencies, and the general public across written, telephonic, and in-person settings.
• Calendar, Travel & Meeting Logistics:
  Schedules meetings, coordinates executive travel, manages calendars, captures detailed meeting minutes, and oversees meeting logistics.
• Office Administration & Records Management:
  Maintains inventory of office supplies and equipment, generates purchasing orders, creates/modifies departmental forms, and manages confidential files in compliance with agency policy.

Salary Grade Range: $41,206.00 - $72,113.00

Applicants 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 Preferences are not required. Applicants who possess the following skills are preferred:

• Documented advanced experience in Microsoft Office Suite, including Word, Excel, PowerPoint, and Publisher,
• Demonstrated experience to accurately record, compile, summarize, reconcile, and conduct basic analysis of both narrative and numerical data to support informed decision-making.
• Documented experience verbal and written communication skills, including the ability to produce clear reports, maintain professional correspondence, and engage effectively with a wide range of internal and external stakeholders.
• Possess hands-on experience building, automating, and maintaining workflows in Smartsheet and managing complex documents in Adobe Acrobat.

The Posting Will Close At 11:59 P.M. The Night Before the End Date.

The Division of Institutions manages the daily operations of all state-operated prison facilities across North Carolina. Facilities are categorized by custody levels (minimum, medium, close) and house individuals serving sentences for felony convictions. The division provides safety, security, and rehabilitative…