Executive Assistant To Chairman And Chief Administrator

This is an Internal Posting open ONLY for current North Carolina Department of Correction employees and eligible RIF Candidates from Nc State Government. To include eligible current Temporary Employees.

The primary purpose of this position is to provide administrative and clerical support to both the Chairman and to the Chief Administrator of the Post-Release Supervision and Parole Commission and to provide office support to the entire Commission staff.

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

• Maintains the Commission's calendars and schedule lists and assists with meetings, both in person and virtual. This responsibility requires the use of OPUS (web-based and mainframe), FIORI, Microsoft Outlook, Microsoft Teams, CISCO telepresence video-conference system and Cisco web-ex.

• Frequent contact with N.C. Department of Adult Correction officials, Legislative members, attorneys, offender families, crime victims, and Commission staff.

• Confidentiality and trustworthiness is an essential function of this position.

• Schedules for, transcribes and serves as court reporter at parole hearings for juvenile Life and judicial review cases; Assists Commissioners at MAPP (Mutual Agreement Parole Program) negotiations and prepares and distributes the required paperwork. These responsibilities also include the operation of the CISCO Telepresence videoconference system.

• Handles the P-card for the Parole Commission and assists with other accounting functions such as prepares purchase orders and reimbursements for travel and training expenses and manages inventory requests and Commission supply rooms.  Close attention to detail and accurate record-keeping are essential since all accounting functions are subject to audits.

• Researches and prepares semi-annual equipment and inventory reports and annual legislative reports that contain statistical information.   Prepares and maintains statistical information for the Chairman to assist with operations planning.

• Handles written communications for the Parole Commission to include but not limited to respond to court-ordered requests for parole/post-release records; notarize affidavits; print and scan Commission records for electronic recordkeeping purposes; assist with updates to manuals; compose and transcribe letters, reports, emails, memorandums, and other documents with minimal supervision. This responsibility requires the use of Microsoft office products such as MS Word and Excel spreadsheets, and notary public work is required.

• Handles Special work projects and assignments from the Chairman and/or Chief Administrator. This position may assist or train other Commission staff such as Administrative Specialist I's.

This is a full-time position (40 hours per week) with State Benefits.

Note to Current State Employees

State employees are encouraged to apply for positions of interest even if the salary grade is the same as, or lower than, their current position.  If selected for this position, a new salary will be recalculated taking into consideration the quantity of relevant education and experience, funding availability, and internal equity.  Based upon these factors, a pay increase MAY result.

About the Department of Adult Correction (DAC)

The North Carolina Department of Adult Correction is responsible for the care, custody, and supervision of all adults sentenced after conviction for violating North Carolina laws. This department includes State Prisons, Correction Enterprises, the Division of Community Supervision, and the Division of Rehabilitation & Reentry.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 the Experience and Education listed on the application. Click these links for additional information: Introduction to the Job Application and Addressing Knowledge, Skills and Abilities.   (Note: These links were created for applicants of Dept. of Adult Correction jobs and may not reflect the policies or procedures of other State agencies.)

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

• Substantive knowledge of office work procedures, methods, and practices; OR Substantive 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.

Management Preferences

•  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.

• Some accounting work experience is preferred.

• Some FIORI records knowledge and OPUS knowledge is preferred.

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 four years of related administrative experience; or equivalent combination of education and experience.

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.

• If applying for a position certified through the NC Dept. of Justice - Criminal Justice Standards Division, click this link for specific certification requirements:  Correctional & Probation/Parole Officer Certification.

• 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 Promotion Prohibitions.

• 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

Due to the volume of applications received, we are unable to provide information regarding the status of your application over the phone. To check the status of your application, please log in to your account and click "Application Status." If you are selected for an interview, you will be contacted by management. If you are no longer under consideration, you will receive an email notification.

For technical issues with your application, please call the GovernmentJobs.com Applicant Support Help Line at 855-524-5627. For technical issues with your application, please call the GovernmentJobs.com Applicant Support Help- Line at 855-524-5627. If there are any questions about this posting other than your application status, please contact Lisa Byrd at 919-948- 7507 or lisa.byrd@dac.nc.gov.