Bilingual Office Specialist 2 - Justice Court

Administrative Support Position

Marion County requires on-site work. Remote work is not available.

General Statement Of Duties: Independently perform a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures.

Supervision Received: Work under the general supervision of a higher level administrative or professional employee, who assigns work, sets goals and reviews work for accuracy, completeness and compliance with department and program policies and goals.

Supervision Exercised: Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to volunteers, interns, and other office staff.

Typical Duties - Duties include, but are not limited to the following:

1. Provide customer assistance to the public in person, by mail, email and telephone. Receive and respond to general questions by providing information regarding violation plea options, citation, and collection processes, including payment options and obtaining license clearances; gather relevant information and coordinate with supervisor or lead worker for resolution of traffic cases; communicate basic case information to external law enforcement and collections agencies.
2. Decide traffic and violation cases at the court window according to the violation's bureau order; access driving records as allowed by law Enforcement Data System (LEDS) guidelines to reduce fine under the violations bureau order; assist public with payment options; verify documents including proof of insurance; inspect documents to confirm necessary corrective action complies with court guidelines.
3. Maintain workflow of cases using the court case management program; enter new case files in the case management system; scan files/documents in records management system.
4. Open, distribute and process mail; review letters from the public addressed to the Justice of the Peace and create draft response letters for review and approval.
5. Cashier, process and track fees, payments, and bail collected for traffic, violation fines or filing fees; set up payment plan contracts; balance transactions, receipts, and cash drawer.
6. Act as witness to wedding ceremonies.
7. Perform other duties as assigned.

Requirements for the Position:

1. High school diploma or equivalent; AND
2. One year of general office experience; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

Special Requirements:

• This position provides services to monolingual Spanish-speaking clients; therefore, fluent bilingual Spanish/English skills are required. An additional 5% will be added to the hourly wage as compensation for this skill. Finalist will be required to pass a verbal Standardized Spanish/English Fluency Assessment as part of the hiring process.
• Must pass a criminal history background investigation, which includes fingerprinting; however, conviction of a crime may not necessarily disqualify an individual for this classification.
• Must be able to obtain Law Enforcement Data System certification within 6 months of hire.
• This position is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule: Monday through Friday, 8:00 am - 5:00 pm, with flexibility depending upon the needs of the department and program. Coverage may be needed for evening court hours, which take place on the first and third Wednesday of every month. If this coverage is needed the hours will be adjusted for those days to 10:00 a.m. - 7:00 p.m.

Knowledge, Skills, and Abilities: Knowledge of modern office practices, procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition, spelling and grammar.

Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients, staff, and the general public in a courteous, professional manner; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.

Physical Requirements: Sits; moves about the work area; operates a keyboard; speaks clearly and audibly; reads a 12-pt. font; hears a normal speech level; works in areas that may have occasional exposure to dust and/or office chemicals such as toner for copiers or fax machines; may be exposed to formaldehyde from records.