Secretary

POSITION: Secretary

DEPARTMENT: St. Joseph County Adult Probation Department

WORK SCHEDULE: Monday – Friday: 8am to 4:30pm

SALARY: $36,036

STATUS: Full-time

FLSA STATUS: Non-Exempt

DATES: Remains open until position is filled.

To perform this position successfully, an individual must be able to perform each essential function. The requirements listed in this document are representative of the knowledge, skill, and/or abilities required. St. Joseph County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless those accommodations would present an undue hardship.

Incumbent serves as Secretary for the St. Joseph County Adult Probation Department and is supervised by and reports to the Chief Probation Officer. Incumbent is responsible for client/paperwork processing, answering phone calls, assisting probation officers and greeting and processing visitors.

Benefits

Affordable Medical, Dental, and Vision Plans

Paid Time Off (PTO) with generous accruals

Employer Paid Life Insurance coverage

Short-Term and Long-Term Disability (STD/LTD)

Flexible Spending Accounts (FSA) for healthcare and dependent care

Gym Membership Discounts to encourage wellness

Employer-Funded PERF (Public Employees' Retirement Fund)

Access to additional voluntary benefits and resources

Responsibilities

• Performs Secretary duties, including answering phones and questions, scanning and processing of documents, directing calls, providing information, scheduling appointments, greeting visitors and clients, ensuring clients sign-in, and notifying Probation Officers of clients’ arrivals.
• Incumbent performs a variety of relatively standard administrative duties according to the established practices and procedures of the department, exercising personal judgment and taking action in determining and implementing the best methods to achieve desired results. Work is reviewed for adherence to instructions/guidelines, technical accuracy, and compliance with department policies. Errors in work are primarily prevented through prior instructions from a supervisor, but could result in loss of time to correct the error and inconveniences to other agencies or the public.
• Scans case information and incoming and outgoing mail/correspondence, including verification letters, referrals, court orders and related documents, violation reports, faxes, emails, and U.S. mail prior to distributing it to Probation Officers, files, or mail carriers. Indexes scanned documents into digital database ensuring proper organization by assigning correct case number and document type to the file.
• Meets with clients as needed to gather and disburse information, including but not limited to confidential and demographic information.
• Incumbent maintains frequent contact with co-workers, clients, other County departments, Court personnel, County Jail, and members of the general public for the purposes of exchanging information and coordinating activities.

Qualifications

• Ability to effectively communicate orally and in writing with co-workers, clients, other County departments, Court personnel, County Jail, and members of the general public in a courteous and tactful manner, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
• Ability to learn and use all software systems utilized by the St. Joseph County Adult Probation Department.
• Ability to read, write, and speak English and understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.
• Ability to work with others in a team environment and alone with minimum supervision on several tasks at the same time, often under time pressure.
• Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct. Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.

Education/Experience ****

• High school diploma or GED. Prior experience in computers required. Prior clerical experience preferred.
• Must be at least 18 years of age.

Physical Requirements ****

Incumbent performs majority of duties in a standard office environment, including sitting for long periods, sitting/standing/walking at will, lifting/carrying objects under 25 pounds, crouching/kneeling, bending, reaching, handling/grasping/fingering objects, close vision, and hearing sounds/communication.