Grievance Intake Coordinator

About the role

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 The Intake Coordinator supports the Grievances, Hearings, and Settlements (GHS) unit by serving as the intake gatekeeper for employee grievance cases. The role receives and reviews appeals to assess eligibility and timeliness, classifies grievance types, and ensures cases are documented, routed, and processed in accordance with Office of State Human Resources (OSHR) and Department of Adult Correction (DAC) policies. The position operates in a collaborative environment with HR leadership, EEO, Employee Relations, Internal Affairs, agency legal counsel, OSHR, and the Attorney General's Office, and maintains accurate case records and internal databases to support management oversight, auditing, and formal hearings. Key Duties Include: - Receive, log, and triage appeals; ensure intake documentation is complete and compliant with OSHR/DAC policy requirements. - Conduct preliminary reviews to determine eligibility and timeliness and document the rationale for intake decisions. - Classify grievance type (e.g., disciplinary action, separation, policy violation, EEO - Informal Inquiry) and route cases to the correct process pathway. - Request, collect, and verify case information and supporting documentation from stakeholders and business units. - Coordinate with DAC Legal, HR management, EEO, Employee Relations, Internal Affairs, OSHR, and the Attorney General's Office to research issues and align actions. - Provide accurate explanations of filing requirements, timelines, mediation notices, and employee hearing processes to employees and managers, including walk-in and phone inquiries. - Notify relevant parties of case milestones and facilitate feedback cycles; issue formal communications and notices as needed. - Prepare, organize, and maintain case files, evidence packets, and reports to support hearings and audit readiness. - Maintain and update internal tracking databases and dashboards for management review and data accuracy. - Uphold confidentiality standards and exercise sound judgment and discretion in intake determinations and recommendations. Knowledge Skills and Abilities/Management Preferences Salary Grade Rang e: $35,984 - $62,971 Candidates now meet the minimum qualifications of a position if they meet the minimum education and experience listed on the vacancy announcement. The Knowledge, Skills, and Abilities (KSAs)/ Management Preferences are not required. Applicants who possess the following skills are preferred: Proven experience coordinating information and documentation with multiple stakeholders, such as legal teams, HR, or compliance units. Documented experience managing case files or records using tracking systems or databases, including maintaining accuracy for audits or reporting. Demonstrated proficiency preparing clear and accurate written communications, such as notices, summaries, or status updates, based on verified information. Proven decision-making experience applying defined standards to complex or time-sensitive situations, including documenting rationale and escalating when necessary. This is a repost -previous Applicants Must Reapply To Be Considered For This Vacancy The Posting Will Close At 11:59 P.M. The Night Before The End Date This Role Is Eligible To Be Hybrid And Requires Onsite Reporting Located Within Raleigh, NC About The Division of Human Resources: The Division of Human Resources provides support and strategic direction for personnel operations within the Department of Adult Correction. This includes recruitment, compensation, classification, employee relations, policy development, benefits, and organizational development. HR ensures compliance with state and federal laws and works to enhance employee engagement and workplace culture. Compensation and Benefits: The State of North Carolina offers excellent comprehensive benefits. Employees can participate in health insurance options, standard and supplemental retirement plans, and the NCFlex program (numerous high-quality, low-cost benefits on a pre-tax basis). Employees also receive paid vacation, sick, and community service leave. In addition, pai