Clerical Support Secretary

DUTIES AND RESPONSIBILITIES:

· Answer telephones in a courteous and timely manner, directing where appropriate or taking and delivering accurate messages

· Greet members of the public in a courteous, timely manner and assists in directing them appropriately

· Prepare typewritten correspondence, reports, mileages claims, files folders or any other documents required by assigned department or by assigned administrative staff member

· Perform general office duties (e.g., copies, faxing, filing and distributing copies)

· Ensure delivery of all incoming and outgoing mail; sort and distribute mail

· Perform Records Checks from appropriate agencies

· Scan court documents into the Quest System

· Enter Juvenile cases into the Quest System, (Paternity, Adoption, Truancy, and Guardianships)

· Attach Juvenile documents from Probation emails into the Quest System

· Ensure adequate reserve of office supplies within assigned department

· Receive referrals from prosecutor and add it to the Quest System, prepare a folder for the probation files

· Prepare closed Probation files for expungement hearings, notify appropriate probation and police departments of court order expungement of records

· Assist PUF Restitution Coordinator as assigned by Clerical Staff Supervisor

· Photograph Juveniles using a digital camera and transfer into Quest as required by the Probation department

· Organize and maintain court records (closed files)

· Condense and file closed files in the Closed Files Room (e-mail IOS for records, if not on site)

· Perform Community Service support for Probation Officers, meet with families to explain the program to them

· Document Community Service hours ordered by assigned court date by indicating “Successful” or “Failed” in the Quest System

· Enter Informal Adjustments into the Quest System

· Enter Emergency fillings/petitions (JP, GU, AD, Protective Orders)

· Set delinquent cases for hearing and complete orders authorizing filing

· Update all information on CHINS petition/Termination from the Department of Family and Children in the Quest System; set for hearing and complete orders authorizing filing

Job Type: Full-time

Pay: $40,000.00 per year

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Work Location: In person