District Administrative Specialist

AgencyAdult CorrectionDivisionCOO - OperationsJob Classification TitleAdministrative Specialist I (S)Position Number60076555GradeNC08About UsThe 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 WorkPersonnel 30 percentThis 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 percentPrepares 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