Administrative Assistant - Probation

Allen County
Job Descriptions

ADMINISTRATIVE ASSISTANT - PROBATION

Department: Allen County Juvenile Center FLSA Status: Non-Exempt
Classification/Level: OSS III Date Last Reviewed: 10/2020

Under the direction of the Assistant Chief Probation Officer–Administrative Division, the Administrative Assistant–Probation performs a wide variety of secretarial and clerical duties for the Juvenile Probation Department/Allen County Juvenile Center (ACJC) and serves as the receptionist and information specialist.
This position is covered by the Superior Court Employee Handbook and is an employee-at-will position.

ESSENTIAL FUNCTIONS:

• Responsible for performing a wide variety of secretarial and clerical duties for ACJC staff including, but not limited to, data entry, shredding, typing, and filing. Scans documents for probation needing added to client files.
• Greets the public and directs visitors/clients to the appropriate waiting areas and /or offices. Collect valuable information when necessary.
• Answers the telephone and manages a large volume of calls from the public and other agencies, determines nature of call, provides assistance and information as appropriate and/or refers callers to appropriate person/department. Contacts families for compliance as needed.
• Monitors main public lobby, ensuring public safety and maintaining order as necessary. Calling for Security as needed.
• Monitors schedules of Probation Administration, line officers, public defenders, prosecuting attorney staff, and other related parties and directs them to court hearings as needed.
• Completes in-person record checks, as requested, by current or former juvenile probation clients, agencies, and schools.
• Completes DAP Release for immediate release from court or from detention pending court.
• Responsible for sending letters for families regarding financial reviews and to juveniles on administrative probation compliance.
• Manages incoming and outgoing mail for the entire facility.
• Acts as primary back-up to the Finance Secretary and accepts payment of probation fees as needed.
• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• High School Diploma or GED and three years clerical and/or secretarial experience preferred
• Strong computer skills with the ability to use Quest and Microsoft Office and other job related software
• Knowledge of standard English grammar, spelling and punctuation
• Ability to type with speed and accuracy, 40 words per minute
• Working knowledge of related county departments, court divisions and social agencies with ability to coordinate cooperative services and respond to inquiries appropriately
• Ability to operate standard office equipment such as telephone, fax, copier, computer and printer
• Ability to effectively complete duties amidst frequent distractions, interruptions and pressure from formal deadlines and high-volume operations
• Ability to be cross-trained with other staff to cover for absences and equalize workloads
• Ability to work under pressure and meet deadlines

DIFFICULTY OF WORK:
The Administrative Assistant-Probation performs work that consists of repetitive, routinized tasks, processes or operations. Must have the ability to communicate with the public, as well as other agencies, and diffuse tense situations with individuals who may be irritated, rude or frustrated. Treating people of all backgrounds with courtesy and respect is essential.

RESPONSIBILITY:
The Administrative Assistant-Probation performs a variety of assignments that involve communicating with people and providing support to Probation staff and administration. Errors in work are revealed through adverse effects on subsequent operations. Work requires some analysis and judgment. Work is reviewed upon completion.

PERSONAL WORK RELATIONSHIPS:
The Administrative Assistant-Probation maintains frequent contact with other County employees and the general public regarding a variety of secretarial and clerical duties for probation administrators and staff.

WORKING CONDITIONS:
The Administrative Assistant-Probation works in a maximum security juvenile detention center in an office setting with the ability to move around freely with frequent sitting. Some lifting, bending, pushing and/or pulling loads and reaching over head is required. The Administrative Assistant must be able to very frequently type, transcribe and proofread. Attention to detail, monitoring equipment and detailed inspection is necessary.

SUPERVISION:
None

LICENSING:
None

IMMEDIATE SUPERVISOR:
Assistant Chief Probation Officer – Administrative Division

HOURS:
8:00 am – 4:30 pm and as needed, 37.5 hours

EEO CATEGORY:
1106

WORKERS’S COMP CODE:
8810

I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described.

Employee Signature: ____________________________________________ Date: ____________________

Supervisor Signature: ____________________________________________ Date: ____________________

Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.

We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.