Incumbent serves as Receptionist/Second Deputy for Morgan County Court Services Department, responsible for providing clerical support to department personnel. This is a full-time, 35-hrs week position with benefits.

DUTIES:

Answers telephone and greets office visitors, providing information and assistance, responding to inquiries, and/or directing callers to appropriate individual or department.

Receives payments and prepares receipts for individual’s records. Records information in case management system. Prepares daily bank deposit, verifying all postings and submitting to Bookkeeper.

Prepares adult and juvenile intakes, including completing intake form, making appointment, and explaining the process to the participant.

Prepares new files for adult and juvenile probation supervision cases and juvenile referral cases and distributes file to Probation Officer.

Records and files closed cases, as necessary.

Prepares copies of various legal documents, including but not limited to, statistics, intake sheets, presentence investigation folders and letters, predispositional folders and letters, new case cards, and correspondence. Files documents with Courts, Prosecutor, and attorneys.

Prepares and types correspondence and Court reports, as directed by Probation Officers.

Processes e-notices.

Performs related duties as assigned.

JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED or equivalent combination of experience and training.

Working knowledge of standard bookkeeping practices and ability to perform arithmetic calculations, receive and receipt payments, and maintain complete and accurate financial records.

Working knowledge of and ability to correctly use a variety of information documents, including statistical reports, Court documents, orders of probation, and preliminary inquiries.

Working knowledge of standard office procedures and basic computer skills, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Working knowledge of standard English grammar, spelling, and punctuation and ability to prepare various documents and detailed reports as required.

Working knowledge of standard filing systems and ability to maintain accurate and organized records/files.

Ability to operate standard office equipment, such as computer, typewriter, calculator, copier, telephone, and fax machine.

Ability to effectively communicate orally and in writing with co-workers, other County departments, participants, attorneys, Courts, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

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

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 competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ability to understand, memorize, retain, and carry out verbal or written instructions and present findings in oral or written form.

Ability to work alone with minimum supervision and with others in a team environment.

Ability to work on several tasks at the same time and work rapidly for long periods, often under time pressure.

Ability to apply knowledge of people and/or locations and plan and layout assigned work projects.

Ability to compare or observe similarities and differences in data, compile, analyze, and evaluate data, and make determinations based on data analyses.

RESPONSIBILITY:

Incumbent performs duties according to service needs of the public and/or department deadlines. Incumbent receives indirect or occasional supervision with assignments guided by definite objective using a variety of methods or procedures, referring to supervisor for unusual matters. Decisions are always determined by specific instructions or existing, well established policies and procedures. Errors in work are primarily detected or prevented through notification from other departments/agencies/public. Undetected errors could result in inconvenience to other agencies or public and/or loss of time to correct error.

PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, participants, attorneys, Courts, and the public for the purpose of exchanging information and rendering service.

Incumbent reports directly to Office Manager and/or Director of Court Services/Chief Probation Officer and/or Assistant Chief Probation Officer.

PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting/standing/walking for long periods, lifting/carrying objects weighing under 50 pounds, keyboarding, pushing/pulling, crouching/kneeling, color perception, hearing sounds/communication, and speaking clearly. Incumbent may be exposed to irate/hostile individuals.

Cover letter and resume required for application.