Job Description

Description of Work

*This is an anticipated vacancy. This position is expected to be available on 4/1/2023.*

The mission of the State Highway Patrol is to safeguard and preserve the lives and property of the people in North Carolina. The North Carolina State Highway Training Academy provides training to Highway Patrol employees and allied agencies. The primary purpose of the Administrative Specialist I position is to process applicants for the NC State Highway Patrol. This position advises and assists prospective applicants and State Recruiters by providing all information concerning policy, guidelines, rules, regulations, qualifications and procedures of the applicant process. The assigned work location is Troop X, District 6 - Training Academy in Raleigh, NC (Wake County).

Job responsibilities include, but are not limited to, the following:
Hiring Process (50%)

• Serving as the Highway Patrol\'s subject matter expert regarding the HR system for applicants.
• Interpreting policies, rules and regulations pertaining to the applicant process; effectively expressing this knowledge to others in writing and orally.
• Screening all submitted applications to ensure that applicants meet the minimum qualification for employment.
• Notifying each applicant that his/her application was received and advising current status.
• Maintaining a filing system for all current applicants as well as inactive applicants for the previous 5 years.
• Creating and maintaining an excel spreadsheet tracking system to ensure any questions can be answered in a prompt and precise manner.
• Handling correspondence from the unit to current or past applicants.
• Answering the phones and providing customer service for applicants during the hiring process.
• Participating in all committees within the Department of Public Safety regarding applicant screening and hiring when requested.

Administrative Duties (30%)

• Entering data into an applicant tracking database and the Patrol Intranet accordingly.
• Maintaining & distributing applications to members of the selection and hiring unit for review and tracking the progress of the application.
• Maintaining the database for all Trooper applicants and schedules applicants for their participation in each phase of the application process in accordance with Patrol policy and under the direction of the Personnel Officer.
• Ensuring that all materials, forms, and files are available for each phase of the application process; updating, completing, and/or notarizing forms and documents as necessary.
• Generating and maintaining an eligibility list ranking the applicants from highest to lowest.
• Assisting the Personnel Officer with documentation and forms required by the Criminal Justice Education and Training Standards Commission to certify applicants and Cadets as law enforcement officers in the State of North Carolina.
• Generating letters and memorandums used during the applicant process.

Customer Service/Public Contact (10%)

• Maintaining daily contact with the general public, other state agencies, local and state law enforcement agencies providing law enforcement applicant information and interpreting policy.
• Assisting and providing information in response to telephone, written, e-mail or in- person inquiries.
• Mailing or emailing all notifications to applicants regarding application status and fielding inquiries regarding the schedule and logistical information of the events.

Filing (5%)

• Building/creating files on every application package received.
• Converting files for current employees to a Personal History File, audited by Criminal Justice Training and Standards Commission and delivered to the Human Resources office of DPS.
• Entering applicant information and data into the law enforcement applicant computer program.
• Assembling a permanent personal history file on each applicant selected for employment.
• Maintaining files and purging correspondence through the established Filing guide system.

Reports (5%)

• Generating reports as requested by Highway Patrol Command Staff, the Personnel Officer, Troop Recruiters, or outside sources requesting public records.
• Compiling applicant information and data for dissemination as needed by outside vendors providing services as a part of the application process.

This is a full-time position (40 hours per week) with . The typical work schedule is Monday-Friday 8AM-5PM.

Note to Current State Employees:
The salary grade for this position is NC08. 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.

Knowledge, Skills and Abilities / Competencies

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 Experience and Education listed on the application. Click these links for additional information: and . (Note: These links were created for applicants of Dept. of Public Safety 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:

• Experience maintaining confidential data, files and/or records.
• Experience providing customer service and/or information to the general public, individuals and/or groups.
• Experience utilizing a computer and associated programs (e.g. Microsoft Excel, Microsoft Outlook, Microsoft Word).

MANAGEMENT PREFERENCES:

• Current or prior State Highway Patrol administrative/clerical experience.
• Five (5) or more years of administrative/clerical experience in one of the following areas/work environments: 1) law enforcement agency, 2) law firm/legal office or 3) military department.
• Experience with the following: Administrative Office of the Courts (AOC), BEACON Time Management/Time Administrator role, Computer Aided Dispatch (CAD), Division of Criminal Information (DCI), E-Procurement, NEOGOV and/or State of NC Filing Guide.

Minimum Education and Experience Requirements

High school diploma or General Educational Development (GED) diploma and two years of related administrative experience; or equivalent combination of education and experience.

Supplemental and Contact Information

The North Carolina Department of Public Safety (DPS) is an Equal Opportunity Employer who 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.

DPS 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 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:

. * The NC Dept. of Public Safety 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 Public Safety:
. 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 questions about this posting other than your application status, please contact MG Orman, SHP Employment Specialist at or 984.349.6009.

For permanent and time-limited appointments:
Eligible employees have benefits that include employee health insurance options, standard and supplemental retirement plans, NC Flex (a variety of high-quality, low-cost benefits on a pre-tax basis), and paid vacation, sick, and community service leave, to name a few. Paid parental leave is available for eligible employees. Some benefits require 30 + hours work/week for participation.

For temporary, contract or other supplemental staffing appointments:
There are no paid leave, retirement or other benefits associated with these appointment types.

State of North Carolina