DEPARTMENT CLERK 3 CAA

This position requires frequent daily communication and coordination with probation officers, clerical staff, supervisors, law enforcement agencies, Children & Youth Services, the District Attorney's Office, Victim/Witness Services, court personnel, and other agencies involved in the juvenile justice system.

The Departmental Clerk III utilizes multiple information systems and software applications to maintain accurate juvenile records, process court-related information, prepare reports, manage documentation, and support the operational needs of the Juvenile Probation Office. The employee works under the direction of the Programming

and Development Supervisor and performs other related duties as assigned.

Essential Functions and Responsibilities

• Maintains an electronic log of police reports received by the Juvenile Probation Office and enters applicable reports into JCMS and CPCMS.
• Assigns file numbers to all new and existing juvenile files when new charges are received.
• Prepares, completes, and distributes various reports, including the daily detention list and weekly warrant list, for use by probation staff.
• Enters detention, demographic, program, and charge information into applicable computer systems for juveniles who have been arrested.
• Enters and processes information accurately and in a timely manner in accordance with established procedures.
• Uploads, scans, and maintains hard-copy and electronic documents in OnBase.
• Completes and processes outcome court orders in CPCMS following juvenile court hearings.
• Reviews and processes delinquency petition information for accuracy and completeness.
• Enters court dispositions into JCMS and CPCMS.
• Updates juvenile contact and demographic information in JCMS and CPCMS as changes are received.
• Establishes and maintains effective working relationships with individuals, law enforcement personnel, court personnel, and agencies involved in the development and ongoing operation of the office's Management Information Systems.
• Develops and maintains proficiency in applicable software programs and computer systems, including Microsoft Word, spreadsheets, database applications, JCMS, CPCMS, and CLEAN.
• Downloads and enters juvenile photographs into JCMS in accordance with established procedures.
• Retrieves and reviews information in CPCMS, JCMS, CLEAN, and other applicable systems as needed; enters warrants and performs related system functions.
• Updates detention, placement, and community-based program information in JCMS and ensures appropriate information is transmitted to Children & Youth Services business staff.
• Schedules detention hearings and hearings for services on the court calendar in CPCMS.
• Assists with entering vehicle-related information into FLEETIO.
• Enters police reports for detained and non-detained juveniles into JCMS and CPCMS and electronically scans and forwards applicable reports for detained cases to the District Attorney's Office and Victim/Witness Services.
• Runs the petition report each Friday and distributes it to the District Attorney's Office to identify missing petitions.
• Reviews and corrects the monthly JCMS error report to ensure data accuracy and integrity.
• Enters revocations and motions into CPCMS.
• Monitors and maintains the juvenile allegation email inbox and processes information received through the inbox in accordance with established procedures.
• Provides assistance with telephone coverage as needed.
• Provides coverage for the juvenile court run and distribution of court orders in the absence of the Departmental Clerk II.
• Assists with other clerical, administrative, data-entry, and office-related duties as assigned.

Required Knowledge, Skills, and Abilities

The successful candidate must demonstrate the following knowledge, skills, and abilities:

• Ability to accurately enter, retrieve, update, and maintain information in computerized databases and information systems.
• Strong knowledge of English language, spelling, grammar, punctuation, and standard usage.
• Working knowledge of court processes and procedures applicable to the Juvenile Probation Office.
• Ability to perform detailed, repetitive work accurately and efficiently with minimal supervision.
• Ability to maintain strict confidentiality of juvenile, court, law enforcement, and other sensitive information in accordance with applicable laws, policies, procedures, and supervisory direction.
• Ability to establish and maintain effective working relationships with supervisors, coworkers, professional staff, probation personnel, law enforcement officers, court personnel, outside agencies, and other individuals.
• Working knowledge of Microsoft Office applications and the ability to become proficient in JCMS, CPCMS, CLEAN, OnBase, FLEETIO, and other applicable systems.
• Skill in operating standard office equipment, including computers, telephones, scanners, photocopiers, and related equipment.
• Ability to communicate clearly, professionally, and effectively, both verbally and in writing.
• Ability to understand and accurately carry out oral and written instructions.
• Ability to prioritize and organize multiple assignments while meeting established deadlines.
• Ability to learn and perform the essential duties of related clerical positions to provide operational coverage when coworkers are absent or unavailable.
• Ability to exercise sound judgment, maintain attention to detail, and identify and correct discrepancies in data and documentation.

Minimum Training and Experience

Graduation from an accredited high school or completion of an approved equivalency program. Post-secondary education, vocational or trade school training, and/or coursework in secretarial science, office administration, computer operations, information systems, or a related field is preferred. Relevant clerical, administrative, data-entry, court, or computer systems experience is desirable.

An equivalent combination of education, training, and experience may be considered.

Additional Requirements

Employment in this position is contingent upon:

• Possession of a valid driver's license and a satisfactory driving record.
• Successful completion of a criminal background check.
• Successful completion of required Pennsylvania child abuse clearances.
• Successful completion of required FBI clearances.
• Ability to maintain confidentiality and comply with all applicable County, Juvenile Probation Office, court, and legal requirements governing the handling of juvenile and other protected information.

Position Responsibilities

The Departmental Clerk III is expected to perform assigned responsibilities accurately, efficiently, professionally, and in accordance with established policies and procedures. Because the position supports multiple functions within the Juvenile Probation Office, flexibility, dependability, attention to detail, and the ability to assume related duties when necessary are essential to the successful performance of this position.

Dauphin County is an equal opportunity employer and is committed to an inclusive workplace free of discrimination and harassment. Dauphin County prohibits discrimination and harassment of any type and affords equal employment opportunities to all employees and qualified applicants for employment without regard to race, color, religion, sex, sexual orientation, gender identity, pregnancy, age, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local laws.