Administrative Assistant II / Probation Services

Administrative Assistant

The purpose of this job is to provide administrative, secretarial, receptionist, bookkeeping and general office support to the County Probation Services Office. Provides information, processes and maintains records, issues and prepares purchase orders, prepares reports and correspondence, assists with payroll/budget functions, greets visitors, distributes mail, resolves scheduling conflicts.

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Coordinates, compiles, and assists in preparing annual operating and capital budgets and monitors expenditures on a daily basis.
• Prepares statistical reports requiring the use of a computer.
• Conducts periodic audits of various funds.
• Coordinates and oversees the preparation of office payroll and processes Human Resources documents, including P.O.S.T., GCIC and other documentation.
• Assists internal auditors during audit of financial matters.
• Maintains miscellaneous files and indexes miscellaneous correspondence.
• Resolves citizen complaints and/or questions.
• Prepares deposit records and maintains all payment records.
• Maintains petty cash account and makes disbursements.
• Prepares case files on court calendar for forwarding to the appropriate Court, including the retrieval, review, and organization of documentation as required.
• Types petitions, warrants, and other documentation to be submitted to the court and assumes responsibility for correctness of spelling, punctuation, format, and grammar.
• Maintains an accurate record of case files, indicating the location of file, prosecutor assigned to case, and status of case.
• Compiles and types various reports and correspondence.
• Answers incoming telephone calls and directs to appropriate personnel.
• Makes copies of documentation submitted by probations for filing and forwards to appropriate personnel.
• Enters data from case files into computer database in the specified format displayed and compares data entered into computer with original case file to verify accuracy.
• Logs court dates on case file jackets for daily assimilation of files required by the court calendar.
• Obtains criminal histories utilizing the Georgia Crime Information Center computer.
• Performs other related duties as required.

Knowledge of Georgia law and government policies, court procedures, and activities of the office as they pertain to the performance of duties relating to the position of Administrative Assistant. Knowledge of the terminology used within the department. Skill in the operation of various office equipment including computers, typewriters, fax machines, and copiers. Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to office and/or governmental regulations. Ability to communicate effectively with supervisors and other staff members. Ability to use independent judgment in routine and non-routine situations. Ability to handle required calculations. Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Ability to plan, organize and/or prioritize daily assignments and work activities. Ability to comprehend laws and apply regulations and procedures of the department. Ability to learn and comprehend specific tasks performed on the Georgia Crime Information Center computer.

Athens-Clarke County Unified Government