Support Staff IV - Bilingual Preferred

Job Title

The SSS IV provides intermediate administrative support and clerical duties, as well as receptionist services to the Adult Probation Department. This position requires strong organization, computer and typing skills. Bilingual applicants are encouraged to apply.

Essential Duties

Essential Duties, Tasks and Accountabilities:

• Type hearing reports dictated by the Hearing Officer as needed or assigned.
• Type documents including but not limited to, confidential hearing notices, rules and petitions, orders, bench warrants, letters and certifications for probation officers, specialists and supervisors as needed or assigned.
• Process all new and revoked cases for the department, as well as verifying and entering essential data into the department's database as needed or assigned.
• Process transfer packets which includes but is not limited to: compiling, verifying, typing, copying, and entering essential data into the county system and department's database, and preparing packet to be emailed to the county or state office in which the defendant resides as needed or assigned.
• Transport and log legal documents on a daily basis to other offices and judges within the county system, as well as clocking-in legal documents through the Clerk of Courts as needed or assigned.
• Maintain the expedited hearings list, which includes but is not limited to: compiling, typing, and verifying defendants' information as needed or assigned.
• Receptionist duties (greet visitors, answer phone calls in a timely manner, and direct inquiries to the appropriate person), as needed or assigned.
• Sort and distribute incoming mail as needed or assigned.
• Maintain open and closed (archived) departmental files as needed or assigned.
• Process new cases as needed or assigned.
• Serve as back-up to the Intake Coordinator as needed or assigned.
• Track and match-up sentencing sheets and violation sheets with proper folders as needed or assigned.
• File parole and sentencing sheets, folders, violations, etc., on a daily basis as needed or assigned.
• Handle requests for information as needed or assigned.
• Data entry (e.g., closing lists, reassignment cases, transfer-out and expungement cases, etc.) as needed or assigned.
• Process state sentence cases as needed or assigned.
• Cover receptionist and clerical duties for other programs as needed or assigned (e.g, DUI Program, Pretrial)
• Perform other duties, tasks and special projects, as required.

Qualifications/Preferred Skills, Knowledge & Experience

Qualifications / Requirements:

• High School Diploma or General Education Degree (GED).
• Minimum of one year of general office experience.
• Intermediate skill to use a personal computer and various software packages.
• Ability to take and transcribe dictation.
• Excellent verbal and written communication skills.
• Strong typing skills.
• Ability to use office machines (e.g., fax, copier, calculator, paper shredder, scanning machines, etc.).
• Strong interpersonal skills.
• Strong grammar and spelling skills.
• Excellent organizational skills.
• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to work independently and as part of a team.
• Flexible, creative and able to take the initiative.
• Ability to interface effectively with all levels of county management.

Preferred Skills, Knowledge & Experience:

• Associate's degree with courses in Office Administration or equivalent combination of education and experience.
• Excellent ability to establish priorities, work independently, and proceed with objectives without supervision.
• Ability to use standard office equipment.
• Customer service experience.
• Ability to establish priorities and carry tasks to completion.
• Strong ability to handle and resolve recurring problems.
• Ability to multi-task.
• Accurate and detail oriented.
• Ability to follow office protocol.
• Strong knowledge of county policies and procedures.
• Ability to use common sense understanding to carry out written or verbal instructions.
• Legal background with working knowledge of adult probation law.

Additional Information

Relevant background checks, clearances, physicals, drug tests, and any other assessments or evaluations will be conducted after an offer of employment is given per County policy. Computer Skills: To perform this job successfully, an individual should have:

• Intermediate Word skills
• Intermediate Excel skills
• Intermediate Access skills
• Intermediate Outlook skills (Email and Calendar)
• Intermediate Internet skills (for research purposes)
• Basic to Intermediate PeopleSoft skills (Financial and/or HR) or the ability to learn PeopleSoft
• Court system software skills