District Administrative Specialist

Agency

Adult Correction

Division

COO - Operations

Job Classification Title

Administrative Specialist I (S)

Position Number

60076555

Grade

NC08

About Us

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!

Description of Work

Personnel 30 percent

This position will assist with benefits, Workers’ Compensation, equipment and supply ordering, and will occasionally perform work with Chief Probation/Parole Officers and Probation/Parole Officers. Serves as Site Security Administrator and will assist with employee program access and position management for the District.

Serves as the Time Administrator for the district and has knowledge of the Integrated HR-Payroll System as it relates to same. Performs weekly reviews of staff time entry. Executes reports from the Integrated HR-Payroll System to verify accuracy in time administration and to monitor personnel actions. Works closely with Chief Probation/Parole Officers, Administrative Associates, and District Managers to ensure time entry errors are corrected and all staff time entries are accurate prior to established payroll deadlines.

Types confidential personnel-related documents such as reprimands, disciplinary actions or incidents, letters of recommendation.

Maintains personnel files, medical files, disciplinary actions, investigations, district organizational chart, personnel roster, and ensures compliance with established retention periods. Ensures all staff information is accurate in Integrated HR-Payroll System, NCID System, and OPUS Online.
Serves as personnel assistant for the district and assists with employee questions to include but not limited to changes to insurance, address, beneficiaries, qualifying life events, employee wage withholding and direct deposit within Integrated HR-Payroll System.

Serves as Health Benefits Representative for the District. Monitors tasks/benefits process for leave of absence and return-to-work actions due to short term disability, FMLA, FIL, Parental Leave, Workers Compensation and Military Reserve Active Duty.

Prepares FMLA employee leave kit/forms, letter for continuation of benefits during LOA, maintains FMLA workbench in the Integrated HR-Payroll System.

Distributes Voluntary Shared Leave communications regarding donation periods and forms to District staff. Compiles VSL forms and forwards to appropriate authority.

Enters first notice of injury into the Workers’ Compensation system. Obtains employee and supervisor statements, submits Workers Compensation request form to determine salary/non-salary continuation and sends appropriate packet to employee. Enters employee time and maintains communication with all parties to evaluate employee status through medical documentation to establish a return to work date.

Prepares interview packets and sets up applicant interviews for vacant positions. Works closely with applicants to complete required Human Resources and Agency forms prior to interview. Assists interview team with technological and administrative matters. Gathers and organizes completed interview packets and forwards them to appropriate authority.

Creates and establishes new hire staff IDs in OPUS, assists with NCID registration, NCAWARE/AOC, Outlook access and group email distribution list; Grants access to OPUS, assigns position and profiles. Gathers new hire demographics and ensures all information is properly uploaded into the appropriate electronic programs and databases. Establishes personnel and medical files for new hire and ensures required forms are signed/dated by new hire and placed in files. Works closely with local county health officials to maintain vaccination contract and to schedule new hire vaccinations as needed. Verifies new hire compliance with North Carolina driver’s license policies. Prepares and provides new hire with training materials, policies, and safety and benefits information. Explains new hire orientation, onboarding and training deadlines, and the Learning Management System. Assigns in-service training modules in LMS per District schedule and executes reports to verify completions.

Prepares employee separation forms to include: MECR, SPMEDA, CNTR008 and Employee Final Pay/Insurance Benefits Termination Guide. Assists Chief Probation/Parole Officers and District Managers with completion of employee separation checklists and verifies all items are completed. Deletes User ID/Revokes access for the following – NCID, NCAWARE/AOC, CJLEADS, ICOTS. Assists with deletion of access to EADS, email, and other electronic programs and devices. Properly updates vacant position information on District O-Chart, District Roster, and other electronic databases. Ensures information and equipment related to vacant position are forwarded to appropriate authorities and that all employee files are properly stored and retained.

Ensures all matters of a confidential nature are not shared or revealed according to policy and procedure.
Fiscal 30 percent

Prepares and maintains documents, logs and reports and verifies information for a variety of data to include but not limited to telephone calls and faxes, requisitions and purchase orders, CNTR005 Direct Processing Forms, training authorizations, vehicle usage, expenses, U.S. Postage stamps, purchase cards and usage orders.

Monitors fiscal needs.

Maintains and updates an inventory of all office supplies and equipment.

Determines supply and form needs by assessing inventory records and physical audit of supplies on hand, to include but not limited to drug screens, office supplies, safety equipment, personal protective equipment, janitorial supplies, and office furniture.

Prepares local purchase authorizations.

Utilizes e-Procurement to request quotes from vendors for office supplies to obtain and review lease renewal agreements, and to create and submit requisitions for purchasing and lease payments.

Accesses the North Carolina Financial Accounting System to issue usage orders for supplies from the Warehouses. Verifies payments have been issued to various vendors for supplies or services. Ensures travel reimbursements have been issued to staff.

Prepares and/or reviews travel authorization requests and expense vouchers for employees’ related expenses and submits to Division Office for approval and forwarding.

Prepares Judicial District Manager expense vouchers and monitors all district vouchers for accuracy and timeliness.

Performs monthly reconciliation of account payments and reviews open purchase orders and direct payments.

Reviews all travel logs for the district and maintains original logs at the District Office. Compiles monthly mileage report with vehicle usage costs for District and submits to Division Office.

Maintains knowledge of Motor Fleet Management policy regarding state-issued vehicles. Keeps detailed log of all District vehicles and parking assignments. Processes required forms and ensures accurate data maintenance when vehicles are reassigned or exchanged.

Communicates with the Department of Information and Technology (DIT), service technicians, and leasers to arrange for prompt and efficient maintenance and repair of office equipment or electronic programs and maintenance and repair to state-owned or leased facilities and communication systems by using telephone, fax, electronic mail, District documents, and online service portals.

Maintains records of annual service and maintenance contracts on office equipment, monitors and completes requests for maintenance service agreements; confers with vendors to obtain bids, arrange for delivery of equipment and supplies to ensure that supplies and equipment are delivered as ordered in an acceptable condition by using telephone, fax, electronic mail, District documents.
Maintains file for SBI Reports regarding damage to state vehicle, or lost/stolen, damaged state equipment.

Requests labels for items identified for surplus and arrange for delivery to Raleigh for disposal.

Receives requests from Division/Administrative management to prepare various documents, reports, graphs, charts, and tables regarding operational/programmatic issues using fax, telephone, electronic mail, computer, software.

Compliance 30 percent

Ensures employee time reports and work schedules are accurate and compliant with policies, to include verification of supplemental pay, all types of leave availability, and leave variances.

Ensures placement of vaccination records or refusal in all employee medical files.

Maintains files for electronic phone bills to include approved expense summary pages with monthly line charges and cellular phone pages. Maintains current list of state-issued cell phones with assigned employees.

Maintains file for Purchase Card holder with Employee Agreements and proof of training.

Maintains detailed and accurate log and file with statements and supporting receipts for all P-Card purchases.

Maintains detailed and accurate logs and files of all Direct Processing Forms and Purchase Orders with supporting documents. Maintains file of reconciliation reports.

Maintains detailed and accurate logs of all US Postage Stamps purchased, distributed, and used and provides verification of stamps on-hand.

Ensures Designee Letter(s) have been signed and are filed in District Office.

Compiles and maintains Equipment Audit/Inspection Forms for all radio, smartphones, laptops, weapons, safety packages and assigned vehicles to be submitted to Judicial Division Office. Keeps records of any completed asset transfer, surplus, and disposal action forms.

Maintains accurate and current files for Safety Inspection forms and safety meeting minutes.

Updates safety books as needed with evacuation plans, Annual Sharps Device Evaluation. Material Data Safety Sheets, and current Chemical Inventory. Updates and maintains Written Programs and Action Plans for Emergency, Fire Prevention, Bloodborne Pathogens, Hazard Communications, AED (if applicable) and Continuity of Operations and performs annual review of programs.

Maintains and files Safety Data Sheets based on retention requirements.

Executes training reports to ensure all staff are compliant with safety trainings that include Occupational Exposure to Infectious Disease, Fire Safety, First Aid/CPR/AED, Workplace Violence, and Workplace Safety & Health Orientation/Hazard ID.
Ensures each employee annually reads and signs a current Job Safety Analysis for their position and maintains with Safety Manual.

Enters all accidents/incidents that go beyond first aid into the Safety Occupational and Environmental Health Reporting System as the Safety Field Representative. Maintains the OSHA 300 Log for work related injuries and illnesses and posts the OSHA form 300A in compliance with OSHA regulations.

Ensures compliance with required federal, state, and local postings, to include but not limited to postings related to E-Verify, NC Department of Labor, US Department of Justice, OSHA, EEO, DPS Safety, Bomb Threat Procedures, and District Continuity of Operations.

Requests five-year-old probation cases from supervisors; organizes these files on District level and forward to Raleigh for microfilming.

Other Duties 10 percent

Opens and distributes mail, greets visitors.

Composes and edits minutes of various meetings held at the Judicial District Office and submits to appropriate personnel.

Serves as team leader for data entry employees.

Secures facilities and coordinates personnel and equipment to arrange for requested and mandatory meetings and training for the Judicial District.

Communicates with Judicial District staff by composing memorandums and directives to convey and/or obtain statistical information, policy changes, assigning duties and instructions.

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

Knowledge Skills and Abilities/Management Preferences

• Considerable knowledge of office practices, techniques, and technology; ability to practice effective communication techniques, both orally and in writing, adjusting language or terminology to meet the needs of the audience, using correct grammar, organization, and structure.

• Demonstrated experience interpreting and applying federal, state, and agency personnel and fiscal policies, procedures, regulations, and laws across diverse transactions.

• Demonstrated experience compiling, assimilating, and organizing both printed and electronic information; ability to apply knowledge of data collection, storage, organization, manipulation and/or analysis of data.

• Considerable knowledge of services, policies, and procedures related to personnel and fiscal program areas, with experience applying this knowledge in performance of related tasks, including maintaining confidentiality.

• Demonstrated experience in positions requiring exceptional attention to detail and analytical precision; experience working independently or with minimal supervision

• Salary Range: $39,244 - 68,679

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 diploma or General Educational Development (GED) diploma and two years of related administrative experience; or 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.

Recruiter:

Judith Leigh Hardin

Email:

[email protected]