Administrative Specialist II

Adult Correction

COO - Community Supervision

Administrative Specialist II (S)

65036953

NC09

The Division of Community Supervision (DCS) is seeking an organized, experienced administrative professional to provide high-level administrative and operational support to the Director of Operations and agency leadership.

Based at 2020 Yonkers Road in Raleigh, this position is responsible for coordinating office operations, facilitating administrative workflows, and serving as a key liaison between the Director of Operations, various Department divisions and sections, and other state agencies. The position also provides administrative and logistical support for leadership meetings, on-site events, and presentations. Additionally, the incumbent may serve as backup administrative support to the Chief Deputy Secretary of Community Supervision and the Directors of Administrations and Programs.

Position requires working in a fast-paced, high-profile environment with the ability to meet changing deadlines while working well under pressure and maintaining a professional demeanor. The position requires the ability to distinguish confidential information from public information and exercise appropriate judgment when handling, sharing, and safeguarding sensitive matters.

This position has access to sensitive and confidential information and requires strict adherence to HR policies, sound judgment, and the highest standards of confidentiality and discretion.

The selected candidate must be able to travel as necessary to fulfill job responsibilities, including travel requiring overnight stays.

The duties of the Administrative Specialist II include, but are not limited to:

Administrative Support:
• Screen calls and visitors, manage access to the Director, and address requests appropriately
• Prepare, edit, and proofread correspondence and documents for the Director’s review and signature
• Use departmental web applications (ex. OPUS and CJLEADS) to gain offender, officer, and staff information in order to provide assistance to Director or other internal customers
• Coordinate follow-up communications related to critical incidents, training, meetings, events etc…
• Assist with maintaining ACA accreditation
• Maintain and update the field operations roster and agency map; communicate updates with staff and Support services as needed to ensure most current information is on SharePoint and public pages
• Receive, distribute, and appropriately respond to incoming mail

Customer Service & Scheduling:
• Coordinate and schedule meetings and events for various teams such as ACE, ERT, UOF, AXON etc…
• Prepare and distribute meeting minutes and track follow-up items as needed
• Manage the Director’s calendar, travel arrangements for Director and staff, and daily workflow
• Coordinate and update departmental conference room reservations

Data Management and Reports:
• Maintain inventory records for office and safety equipment assigned to the Director and Operations staff; coordinate updates and replacements with Fiscal staff
• Prepare and submit travel expenses and reimbursement reports using appropriate budget codes
• Review approval requests from section staff and take necessary action
• Maintain vehicle records, ensure mileage logs are submitted and approved timely, and coordinate maintenance and repairs with Fiscal staff
• As a Procurement Card (P-Card) holder; maintain purchase logs, receipts, and supporting documentation for the Director and Operations staff
• Obtain required approvals and forward receipts to Fiscal staff for reconciliation
• Maintain record of all Administrative Memos sent to staff from Director and Operations team
• Maintain records of Emergency Response Team (ERT) deployments, training and operational activities
• Attend ERT Committee meetings; prepare agendas, record minutes, and track follow-up items
• Maintain ERT standard equipment inventory and inspection records
• Monitor Field Services Proxy for Use of Force, NARCAN, scheduling joint operations (this list is not all-inclusive)
• Utilize DCS SharePoint as needed for document retrieval and submissions; analysis of reports and other field submissions, take action as needed

This position description is not all-inclusive, and supervisor may delegate and assign other duties to position as needed.

Atchemsou Nicole Adjare Sandani