Office Assistant III

Administrative Associate II (S)

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!

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 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.

Compensation and Benefits

• Health Insurance options
• Retirement Plans
• NC Flex Supplemental Benefits
• Paid Vacation, Sick, and Community Service Leave
• Paid Parental Leave
• Visit the State Benefits website for additional information.

About the Division of Community Supervision (DCS): The Division of Community Supervision (DCS) is responsible for overseeing the 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.

Application Process

• NCDAC uses the Merit-Based Recruitment and Selection Plan to fill positions with the most qualified individuals. Hiring salary will be based on relevant qualifications, internal equity, and budgetary considerations pertinent to the advertised position.
• Applicants must complete the application in full. Resumes will not be accepted in lieu of completing the State application. Applications must include:
• Complete education history (including high school)
• Full work experience details
• Certificates and licenses, if applicable
• Education must be from appropriately accredited institutions.
• Information provided must support responses to supplemental questions.
• Incomplete applications may impact screening and salary determination.
• Applicants may be subject to a criminal background check and drug screen.
• If multiple applications are submitted, only the most recent application received before the closing date will be considered.
• Education Equivalency Verification
• The State of North Carolina/Office of State Human Resources (OSHR) uses the National Association of Credential Evaluation Services (NACES) as a referral resource for applicants who need to have their credentials certified as equivalent. For a list of organizations that perform this specialized service, please visit the NACES membership website at
• Veterans' and National Guard Preference
• 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 an NGB 23A (RPAS), along with the state application, if they are a current member of the NC National Guard in good standing.
• Applicants who are former members of either the NC Army National Guard or the NC Air National Guard, with honorable discharge and six years of creditable service, must attach a copy of the DD 256 or NGB 22, along with the state application.
• PREA Requirement
• The NC Dept. of Adult Correction must adhere to the US Dept. of Justice Final Rule on the "National Standards to Prevent, Detect, and Respond to Prison Rape." Click this link for information on hiring and promotion prohibition requirements for all positions in the NC Dept. of Adult Correction: PREA Hiring and Pr omotion Prohibitions
• ADA Accommodations
• Consistent with the Americans with Disabilities Act (ADA) and the Pregnant Workers Fairness Act (PWFA), NCDAC is committed to the full inclusion of all qualified individuals. If reasonable accommodation is needed to participate in the job application or interview process, please contact the person indicated below.
• 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.
• High school or General Educational Development (GED) diploma and one year of administrative experience; or an equivalent combination of education and experience.
• EEO Statement
• The State of North Carolina is an Equal Employment Opportunity Employer and dedicated to providing employees with a work environment free from all forms of unlawful employment discrimination, harassment, or retaliation. The state provides reasonable accommodation to employees and applicants with disabilities; known limitations related to pregnancy, childbirth, or related medical conditions; and for religious beliefs, observances, and practices.

This is a full-time position (40 hours per week)