Administrative Specialist I

Description of Work

The primary purpose of this position is to provide administrative and clerical support to the Commissioners of the N.C. Post-Release Supervision and Parole Commission and office support to the entire Parole Commission staff.

Job duties/responsibilities include, but are not limited to, the following:

• Plans and manages the workflow of the Commissioners’ offices.
• Assigning and moving cases between Commissioners to vote, activating Commission decisions in the automated violation process system which could also require transcription, composing, signing, and scanning of modification and revocation orders; assisting with emergency releases or program referrals as the result of Commission hearing decisions; and assist Commissioners with MAPP (Mutual Agreement Parole Program) negotiation cases and the required paperwork.
• Has frequent contact with N.C. Department of Adult Correction officials, Legislative members, attorneys, offender families, crime victims, and Commission staff.
• Confidentiality and trustworthiness are an essential function of this position.
• Serves as the court reporter for the Commission during violation hearings and transcribes all hearing notes and orders, documents these hearings within OPUS, and distributes the case files to appropriate staff in a timely manner to activate the Commission’s decision.
• This responsibility also includes the operation of the video-conference system during the hearings and for testing purposes.
• Attends all Tuesday public meetings and records the summary of statements provided by the general public and/or outside officials who appear at the meetings.
• Provides clerical and office support to the Commission’s staff to include transcription and typing/word processing duties, filing, answering the Commission’s main switchboard as needed or assigned, receiving and distributing mail, receiving and distributing supplies, maintaining the Commission’s supply room, making photocopies and scanning and emailing documents to others, compiling manuals, creating spreadsheets and recordkeeping reports to staff, maintain copier/fax equipment service and monthly user reports and communicate maintenance issues to vendors, handle surplus equipment and other inventory/supplies, and serve as back-up to other Commission support staff positions.
• This work may involve the creation of charts, reports, spread sheets, and complex documents using MS Word, MS Excel, Word tables, and PowerPoint.

Knowledge, Skills and Abilities / Competencies

The Knowledge, Skills and Abilities listed below, along with the Minimum Education and Experience requirements, are REQUIRED to qualify for this position. We will not review resumes in lieu of Experience and Education listed on the application.

To qualify for this position, applicants must document on the application that they possess ALL of the following:

• Proven knowledge of office procedures, methods, and practices; OR Working knowledge of Post-Release Supervision and Parole Commission procedures, methods, and practices.

• Demonstrated knowledge of and ability to use correct grammar, vocabulary, spelling, and office terminology to compose and/or proofread correspondence, reports, and materials.
• Demonstrated knowledge to record, compile, summarize, and analyze data.
• Demonstrated ability to plan, prioritize, organize, and review administrative and/or office workflow and procedures.
• Demonstrated ability to plan and coordinate a volume and variety of appointments, meetings, conferences, and workshops.

• Experience typing and transcribing correspondence; must type at least 55 WPM.
• Some Notary Public experience or become a Notary Public within 90 days.
• High proficiency with Microsoft Office products such as MS Word and Excel spreadsheets.
• Test(s) may be given to demonstrate knowledge, skills, and abilities.

Minimum Education and Experience Requirements

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 https://oshr.nc.gov/experience-guide for details.

High school diploma or General Educational Development (GED) diploma and two years of related administrative experience

OR

Equivalent combination of education and experience.

Supplemental and Contact Information

Department of Adult Correction is one of the largest state agencies with more than 19,000 employees. It is responsible for safeguarding and preserving the lives and property of its citizens through prevention, protection, and preparation as well as the care, custody, and supervision of all adults sentenced after conviction for violating North Carolina laws. This department includes State Prisons with custody, healthcare, and facility operations staff as well as the division of Community Supervision. Other divisions include Administration, Compliance & Accreditation, Comprehensive Health Services, Internal Affairs & Intelligence Operations, Post-Release Supervision & Parole Commission, and Rehabilitation & Reentry.

The Post-Release Supervision and Parole Commission is the agency responsible for releasing offenders under eligibility guidelines established in the North Carolina General Statutes. In cases where the Commission has discretionary release authority, this mission is accomplished through thorough analyses to determine when and under what circumstances it is in society's best interests to allow an offender to be released from prison and serve a portion of the sentence under supervision in the community. In cases where the Commission does not have discretionary release authority, this mission is accomplished through establishing conditions of supervision and an aftercare program that will enhance the probability that the offender will be successfully reintegrated back into the community.

The North Carolina Department of Adult Correction (DAC) is an Equal Opportunity Employer that embraces an Employment First philosophy which consists of complying with all federal laws, state laws, and Executive Orders. We are committed to reviewing requests for reasonable accommodation at any time during the hiring process or while on the job. DAC uses the Merit-Based Recruitment and Selection Plan to fill positions subject to the State Human Resources Act with the most qualified individuals. Hiring salary will be based on relevant qualifications, internal equity, and budgetary considerations pertinent to the advertised position.

It is critical to our screening and salary determination process that applications contain comprehensive information. Information should be provided in the appropriate areas to include the beginning and ending dates of jobs worked, education with the date graduated, all work experience, and certificates/licenses. Resumes will not be accepted in lieu of completing this application. Answers to Supplemental Questions must refer to the education or work experience listed on this application to receive credit. Degrees must be received from appropriately accredited institutions.

• Applicants seeking Veteran's Preference must attach a DD-214 Member-4 Form (Certificate of Release or Discharge from Active Duty) to their applications.
• Applicants seeking National Guard Preference must attach a NGB 23A (RPAS) if they are a current member of
• the NC National Guard in good standing. If a former member of the NC National Guard who served for at least 6 years and was discharged under honorable conditions, they must attach either a DD256 or NGB 22.If applicants earned college credit hours but did not complete a degree program, they must attach an unofficial transcript to each application to receive credit for this education.


• Per NC General Statute 143B-972.1, applicants hired into a position certified as a criminal justice officer or justice officer are required to electronically submit fingerprints to the NC State Bureau of Investigation for a state and national criminal history record check and enrollment in the FBI’s Next Generation Identification System: Criminal Justice Record of Arrest and Prosecution Background Service (“RAP Back”). This is in addition to submitting fingerprints during the application process.
• If you were ever charged with a criminal offense at some point in your life, you will be required to provide certified and true copies of warrant(s) and judgment(s) for each offense (other than a minor traffic violation) as a condition of employment, even if documentation and charges have previously been reported to this agency.