Part-Time Probation Secretary

Medina Municipal Court

Part-time - Probation Secretary

Job Description

Salary Range $20.31 - $25.94 (G5) 

SUMMARY

The employee in this position performs a variety of secretarial, reception, and administrative duties encompassing a wide and varied scope. This position is responsible for directing the operation of the probation office in an efficient manner. The duties are of such a nature that the employee often must work on several projects covering a wide variety of activity within a limited time period. Probation Secretary reports directly to the Chief Probation Officer.

 ESSENTIAL DUTIES AND RESPONSIBILITIES include the following (and other duties as may be assigned):

• Must demonstrate considerable independence in preparing routine correspondence, distributing information, receiving complaints, directing public and defendant inquiries, and gathering relevant information.
• Demonstrate computer fluency transacting in the probation case management system and related court case management system.
• Screen telephone calls and incoming mail; personally handle matters that in the employee’s judgment do not require the attention of the Chief or Deputy Probation Officers.
• Review court journal entries to determine court orders and/or case status; identify reason(s) for case referrals to Probation Department and coordinate Department’s appropriate next steps (e.g., intake questionnaire, victim contact information, driver intervention program (“DIP”) referrals, intervention in lieu of conviction (“IILOC”) referrals, etc.); track court case progress.
• Manage Probation Reception Desk activities and information flow; take appropriate action as necessary to correct and clarify erroneous case information; identify and report discrepancies and complex issues to Probation Chief as necessary.
• File and maintain office correspondence and records in accordance with proper file designations.
• Demonstrate heightened attention to detail when reviewing case information, sentencing dates, programming requirements, case deadlines, scheduled court events, etc.
• Maintain regular timely and consistent attendance.
• Provide quality service that continuously improves, that meets or exceeds public expectations, and that ensures all are treated with courtesy, dignity, and respect (including, e.g., judicial officials, parties, attorneys, law enforcement, staff, the public, etc.).

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. It is imperative that probation officers are physically able to meet the physical demands of the job including, but not limited to, the ability to stand, sit or walk at least six (6) hours per day, and the ability to push, pull, or lift at least thirty (30) pounds at any given time.

These statements are intended to describe the general nature and level of work being performed by individuals assigned this classification. They are not an exhaustive list of all duties to be performed. Other duties may be assigned.

SUPERVISORY RESPONSIBILITIES

None

KNOWLEDGE, QUALIFICATIONS, SKILLS and ABILITIES

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Alternative qualifications may be substituted if sufficient to perform the duties. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Communicate effectively in writing or orally with co-workers, supervisors and the general public in person or over a telephone.
2. Be able to organize and prioritize duties.
3. Maintain accurate records, comprehend the necessity for confidentiality, and demonstrate regular and predictable attendance.
4. Understand and follow complex oral and written instructions.
5. Make minor decisions in accordance with department policies and procedures.
6. Operate standard office equipment including but not limited to, personal computer, fax and copy machines, telephone and printers.
7. Become leads, CJIS approved operator

EDUCATION and/or EXPERIENCE

High school diploma or GED equivalent. Substantial experience in clerical work of a progressively responsible nature.

PHYSICAL DEMANDS:

This position requires that the employee spend the working day in an administrative office atmosphere, at a computer or work stations for extended periods of time. The employee will be standing, bending, stooping, crawling, squatting, lifting, kneeling, and reaching. The employee must be capable of sitting continuously at a computer terminal, desk, or work station for 6 or more hours a day.

WORK ENVIRONMENT

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individual with disabilities to perform the essential functions of this position.

Qualified applicants may be required to submit to testing and provide writing samples. Proof of education and employment references will be required before final interview. Employment predicated upon successful completion of criminal record check, fingerprinting and drug testing.

For more information or to submit your resume contact: [email protected]