Position: Secretary / Support Staff

Opening Date: Upon Approval Closing Date: Upon filling of position

Salary: $34,650

Department: St Joseph County Adult Probation Department Location: County-City Building

Status: Full-time Job Category:

FLSA Status: Non-Exempt

Description:

This position is full-time, non-exempt position that is covered under the Saint Joseph County Employee Policy Manual and the St. Joseph County Adult Probation Department Policy Manual.

Incumbent serves as Secretary for the St. Joseph County Adult Probation Department, responsible for client/paperwork processing, answering phone calls, assisting probation officers and greeting and processing visitors.

Hours: 8:00 a.m. to 4:30 p.m. Shift Times: Monday through Friday

Essential Functions:

Performs Secretary duties, including answering phones and questions, scanning and processing of documents, directing calls, providing information, scheduling appointments, greeting visitors and clients, ensuring clients sign-in, and notifying Probation Officers of clients’ arrivals.

Collects payments due to the Probation Department from clients and issues client a receipt. Ensures proper obtainment and security of monies collected daily.

Incumbent performs a variety of relatively standard administrative duties according to the established practices and procedures of the department, exercising personal judgment and taking action in determining and implementing the best methods to achieve desired results. Work is reviewed for adherence to instructions/guidelines, technical accuracy, and compliance with department policies. Errors in work are primarily prevented through prior instructions from a supervisor, but could result in loss of time to correct the error and inconveniences to other agencies or the public.

Incumbent performs majority of duties in a standard office environment, including sitting for long periods, sitting/standing/walking at will, lifting/carrying objects under 25 pounds, crouching/kneeling, bending, reaching, handling/grasping/fingering objects, close vision, and hearing sounds/communication. Incumbent is occasionally exposed to violent/irate individuals. Incumbent is occasionally required to work extended hours and evenings.

Fills in for other support staff as needed.

Scans case information and incoming and outgoing mail/correspondence, including verification letters, referrals, court orders and related documents, violation reports, faxes, emails, and U.S. mail prior to distributing it to Probation Officers, files, or mail carriers. Indexes scanned documents into digital database ensuring proper organization by assigning correct case number and document type to the file.

Meets with clients as needed to gather and disburse information, including but not limited to confidential and demographic information.

Incumbent maintains frequent contact with co-workers, clients, other County departments, Court personnel, County Jail, and members of the general public for the purposes of exchanging information and coordinating activities.

Incumbent reports directly to the Administrative Assistant.

Performs errands, such as picking up orders, bringing mail to the County-City building, checking Court dockets, and transporting information to the court as required.

Attends regular staff meetings and performs related duties as assigned.

Performs related duties as assigned.

Qualifications:

High school diploma or GED. Prior experience in computers required. Prior clerical experience preferred.

Must be at least 18 years of age.

Ability to meet all department hiring requirements, including passage of a typing test with minimum 30 words per minute.

Ability to learn and use all software systems utilized by the St. Joseph County Adult Probation Department.

Working knowledge of standard office practices and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Basic knowledge and comprehension of court orders and disposition terminology.

Ability to operate standard office equipment, including a computer, calculator, copy machine, fax machine, scanner, and telephone.

Ability to read, write, and speak English and understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

Ability to work with others in a team environment and alone with minimum supervision on several tasks at the same time, often under time pressure.

Ability to make basic arithmetic calculations.

Ability to effectively communicate orally and in writing with co-workers, clients, other County departments, Court personnel, County Jail, and members of the general public in a courteous and tactful manner, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

Ability to work with or be exposed to violent/irate individuals.

Ability to occasionally work extended hours and evenings.