Probation Officer

Acceptable Experience and Education Associate degree or certificate in business or related field from an accredited university or college with two (2) years of administrative/staff support experience. Or any equivalent combination of experience and training which provides the required knowledge, skills, and abilities. May require being bilingual in Spanish. Certificates, Licenses, and Other Requirements Personal mobile smart device required by hire start date to access County network and systems. Must have or qualify for Notary Public certification. Must have telephone and report residence. Depending on area of assignment: Must have a valid driver's license with an acceptable driving record. Proof of automobile liability insurance coverage required. Minimum Requirements: Knowledge, Skills, and Abilities Knowledge of laws, state statutes, rules and regulations pertaining to assigned duties; secretarial practices and procedures; business correspondence and report preparation; customer service/public relations; court system; legal terminology; cashiering and bookkeeping; English usage, grammar, punctuation; interpersonal communications; modern office procedures, methods, and computer equipment including Windows and Microsoft products. Skills/Abilities include strong planning, organizational, efficient, detail-oriented, accurate; work independently and collaboratively; monitor/audit program services; comply with security measures; learn procedures of assigned county department; attention to deadlines; perform word processing and data entry; routine clerical work including record maintenance and report preparation; verify and cross-check files; maintain confidentiality; be diplomatic; complete projects on time; operate personal computer; maintain filing systems; perform routine calculations; economic development principles; research and statistical analysis; math computations; maintain relationships; proficient in Microsoft Word, Excel, PowerPoint, Outlook, Publisher; pass a Criminal Background Check. Demonstrate regular and reliable attendance. Work well with others in a team-oriented environment. Interface courteously with employees and customers. Maintain strict confidentiality. Project positive support of the department and all county organizations. Maintain and enhance the County’s commitment to customer service excellence. Essential Duties Performs administrative and clerical tasks: typing, correspondence, report and spreadsheet preparation, email generation. Data entry, mail processing, appointment scheduling, faxing, office supplies acquisition, copying. Initial point of contact for participants, outside agencies, other county departments, and the public concerning inquiries or complaints about programs/services. Researches information and provides referrals as directed. Assists front desk reception: answering phones, greeting members, providing information. Substitutes during temporary absences to maintain continuity of operations. Commit to excellent customer service and teamwork. Participates in training and mentoring to develop leadership, management, and technical skills. Additional Duties by Assignment Area Processes requisitions and purchase orders for program operations and office supplies. Monitors key dates and assists in yearly budget preparation. Organizes and maintains supply room, performs inventory, maintains control log. Coordinates intern/volunteer orientation and tracks applications. Ensures compliance with state mandated volunteer policies. Assists in scheduling presenters for community engagement activities. Creates unit-specific calendars. Conducts audits as assigned. Performs clerical work related to contracts. Clinical Unit Specific Duties Schedules appointments for psychiatric evaluations and follow-ups. Completes data collection and analysis for grant funds and quarterly reporting. Maintains database and training records for licensed personnel. Detention/Challenge Unit Duties Maintains resident pre- and post- adjudication program documentation. Files documentation for TAC 343 audits. Manages inventory control and supplies ordering. Creates requisitions for daily operations. Receives merchandise and submits payment information. Audit program files for compliance. Supports TJJD Ombudsman and annual audits. Updates program statistics. Notarizes documents. Participates in departmental committees. Uploads staff training records. Enters volunteer/intern hours. Front desk coverage assistance. Reviews, scans, and updates spreadsheets for National School Lunch Program reimbursement. Assists accounting with inventory. Compiles data for annual evaluations and reports. Manages shared calendar for Department Director. Reviews mail for youth residents. Prepares documents for Marshalls audit. Carries out special projects as needed. Executive Unit Duties Acts as phone or personal contact for outside agencies and the public for the Chief/Deputy Chiefs. Schedules appointments, maintains calendars, arranges meetings and travel. Assists with training materials and informational notices. Handles confidential information and adheres to confidentiality laws. Familiar with Enterprise ERP and runs reports. Prepares Oath of Office and Anti-Bribery Statements. Maintains appointment schedules for Chiefs on leave/training. Attends staff and supervisory meetings. Records minutes or notes. Leads initiatives and manages departmental projects. Maintains files, schedules document archive and disposal. Plan and coordinate special events. Provides excellent customer service and continuity support. Facilitates intern/volunteer orientation. Back-up for Oaths, PIA requests, Officer Badges. Supports background investigations for SEMARC. Intake Duties Handles incoming calls and in-person inquiries to Intake Phone Line or Unit. Conducts case file audits, processes petitions, updates systems after intake appointment and at transitions. Schedules initial Intake appointments and maintains JMIS information. Assists with scanning juveniles as requested. IS&R Duties Reports arrest information via TxDPS Stored & Forward Server. Reviews FACT Clearinghouse to disable subscriptions. Manually processes arrest cards and ensures fingerprint transfer. Transfers SID to JMIS, forwards codes. Notifies parents when cases closed/declined. Corrects JMIS records, emails JPD units. Creates data entry correction tickets. Notifies law enforcement of referrals per 10-Day rule. Ensures compliance with Texas Family Code Chapter 58 for sealing records. Processes requests to release inactive juvenile records, court documents, subpoenas. Performs background checks via NCIC for juvenile cases, contractors, service providers. Probation Services Duties Distributes court documents, updates contact info, performs court-related duties. Arranges meetings, prepares agendas, takes minutes. Processes declined and closed electronic cases. Maintains spreadsheets for warrants, grant compliance, caseloads. Generates statistical reports for supervisors and unit directors. Obtains background information in JMIS and Odyssey Navigator. Assists training personnel. Scans and records documents. Maintains records log for employees. Receives and processes law enforcement referrals. Researches and corrects data errors. Serves as Notary Public. Maintains appointment schedules for officers. Updates policies and procedures as needed. Attends training and seminars. Leads initiatives and manages projects. Maintains files and archives. Prepares reports and payroll timesheets. Reports equipment maintenance needs. Monitors office supplies inventory and mail pickups. Provides excellent customer service and confidentiality. Training Unit Duties Distributes certification documents once approved. Updates staff info in department/state systems. Inputs data into Training Manager and ICIS. Creates new employee accounts and updates ICIS. Generates training reports for managers. Obtains staff background clearance in ICIS. Maintains employee address log in ICIS. Handles confidential information. Updates training schedules for staff on leave. Coordinates departmental trainings. Enters data into Training Manager. Tracks certifications/ licenses. Creates documents and forms. Keeps forms stocked and compliant with policies and TAC. Organizes training curriculum binders, orientation binders. Creates and maintains employee training files. Other Important Duties Performs other related duties as assigned. Completes mandated departmental training. Maintains safe and healthy workplace. Travel may be required. Provides emergency response services as designated. Essential Information The Administrative Specialist, Intermediate, under general supervision, performs complex and detailed clerical and administrative support duties to a specific County office or department. Organizational Relationships Reports to: Manager, Supervisor, Director or Deputy Chief Directs: This is a non-supervisory position Other: Has frequent contact with other county employees, lawyers, legal staff, law enforcement personnel, contracted providers, other public agencies, and the public #J-18808-Ljbffr