Administrative Assistant - Probation Job at Allen County, IN
This position is offered a comprehensive and competitive benefits package, which includes:
- Medical, dental, vision and more
- Generous paid time off and holidays
- Retirement plan with up to 5% matching
This position is full-time, nonexempt, classified and covered under the Superior Court Employee Handbook. This is an employee-at-will position.
Hours are 8:00 am - 4:30 pm and as needed; 37.5 hours/week; overtime as required
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.
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
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.
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