Probation Office Administrator

•MUST

BE BILINGUAL

•To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. White County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship. Incumbent serves as Adult Office Administrator for White County Probation department, responsible for providing support to Probation Officers and other Department personnel.

DUTIES:

Opens office for daily operations; Unlocks doors and file cabinets; Assesses and addresses needs of printer/fax/scanner or any other equipment to maintain proper function; Retrieves and examines faxed documents and distributes to the appropriate Court, Probation Officer or the Director of the White County Alcohol & Drug Court Services Program (WCADCSP) Retrieves and sends voice messages; Answers and directs telephone calls; Takes verbal and written messages; Determines nature of telephone calls and in person visits; Greets and directs office and 3rd floor visitors to appropriate Court, county office or department; Responds to inquires; Provides general information and any needed assistance Schedules appointments, logs hearings, makes changes, enters reminders and due dates, and reviews probation organizer; Monitors and reports daily attendance to address clients and defendants that fail to appear for meetings and interviews; Compares probation calendar with both Superior and Circuit/Juvenile Court schedules Collects identifying and background information from new probationers and defendants; Prepares preliminary materials; Plans for, gives instructions for and schedules interviews for Substance Abuse Assessments, Pre-Sentence Investigations, Community Corrections Alternatives Eligibility Evaluations; Criminal History Investigations and Pre-Dispositional Reports; Manages multiple clipboards that detail planned interviews and evaluations Prints Court orders from the White County Probation Department email account to review, process and disperse; Prints, copies, provides and examines White County Community Corrections' weekly participant lists and the White County Jail's weekly inmate reports Initiates the opening of new clients in statewide supervision computer software database; Inputs data for required criteria in statewide supervision computer software database, including but not limited to Offender Alerts; Identifiers, State Issued Identification, Education Level, Physical Marks, Address/Other Residents, Telephone Numbers, Emergency Contacts, Employment, Other Active Cases, Offender Drug Tests, Child Support; Incarceration/Out of Home Placement, Drugs of Choice, Offender Vehicles, Other Assessments, Email Addresses, Case Details, Risk Assessments, Assigned Officer, Supervision Term, Appointments/Notes, Hearings, Supervision Phase, Administrative Hearings/Violations, Sanctions, Incentives, Interventions, Case Warnings, Conditions, Documents, Victim Information, Charge and Sentence; Continually assists in keeping all active SRS cases updated; Enters and updates all applicable information into the Indiana Court Information Technology Extranet (INcite) Offender Management System (OMS) Uses customized standard and supervisor reports to identify criteria that may have not previously been available or overlooked, as well as needing to be corrected or simply used as a checks and balances tool Refers to various online resources, including but not limited to Odyssey, Doxpop, INcite, Indiana Bureau of Motor Vehicles and the Indiana Department of Correction Inmate Search. Creates electronic files; Prepares new paper files; Maintains paper folders and filing system; Examines, distributes, records, files and scans pertinent documents and Court orders; Records and tracks community service work hours; Oversees payment of financial obligations; Prepares and sends outreach letters to clients Provides support to the White County Alcohol & Drug Court Services Program as directed; Creates active Alcohol & Drug Program cases in statewide supervision computer software database Takes, installs, and manages photographs of all clients in statewide supervision computer software database; E-files change of address notices and Probation Rules with Clerk of the Court Takes care of the upkeep of office supply closet; Evaluates and determines office supply needs; Orders, locates and distributes office supplies Retrieves mail from post office; Delivers mail to Courts and other county offices; Opens, handles and disperses mail within probation department and the WCADCSP Updates bulletin board with job prospects, employment training options, community events and Substance Use Disorder resources Performs all relatable duties as directed

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK

High school diploma or GED. Bilingual preferred. Must be on-call after hours on weekdays and on weekends for interpretation purposes. Occasionally accompany Probation Officer in the field to translate. Will be available to interpret when called upon to do so by both Superior and Circuit/Juvenile Courts, as well as the WCADCSP and upon request of other county offices and/or departments. Ability to meet all employer and department hiring requirements, including passing a drug test and criminal background check. Knowledge of standard practices and procedures of the Court and legal terminology used in probation proceedings and the ability to communicate with and assist probation personnel and various government and public agencies and departments as necessary. Knowledge, Proficient and Skilled in computer technology. Working knowledge of standard office procedures and computer software applications used by the Probation Department and the ability to apply such knowledge to a variety of interrelated processes, tasks and operations. Working knowledge of standard English grammar, spelling and punctuation and the ability to prepare correspondence and detailed written reports as required. Knowledge of the electronic filing system and the ability to create and maintain accurate and complete department records and files. Willingness to learn, be trained and adapt to the everchanging technology and requirements of reporting and data collection. Ability to operate standard office equipment, including computer, calculator, copier, fax machine, scanner, telephone and camara. Ability to effectively communicate orally and in writing with co-workers, other county departments and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities. Ability to provide public access to or maintain confidentiality of department information and records according to state requirements. 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 competently serve the public with diplomacy and respect, including occasional encounters with irate and/or hostile persons. Ability to understand, memorize, retain and carry out oral or written instructions and present findings in oral or written form. Ability to analyze, evaluate, observe, diagnose and investigate data. Ability to work alone with minimum supervision and with others in a team environment. Ability to work on several tasks at the same time and work rapidly for long periods, occasionally under time pressure. Ability to occasionally apply knowledge of people and/or locations. Performs duties of co-workers as needed. Performs related duties as assigned. Ability to perform arithmetic calculations. Ability to provide testimony in legal proceedings/court. Ability to take direction from Judges, Chief Probation Officer, Office Administrator, Probation Officers and the Director of the

WCADCSP. II. RESPONSIBILITY

Incumbent performs duties according to a flexible, customary routine and standard policies and practices of the Department. Assignments are guided by broad policies and/or general objectives, referring to supervisor when interpretation of departmental policies and programs are thought necessary. Decisions are always determined by specific instructions or existing, well established policies and procedures. Work errors are primarily detected or prevented through supervisory review. Undetected errors could result in loss of time to correct error.

III. PERSONAL WORK RELATIONSHIPS

Incumbent maintains frequent contact with co-workers, other County departments, and the public for the purpose of exchanging information. Incumbent reports directly to Chief Probation Officer.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT

Incumbent performs duties in an office environment, involving sitting/walking at will, sitting for long periods, lifting/carrying objects weighing less than 25 pounds, keyboarding, close/far vision, speaking clearly, and hearing sounds/communication. Incumbent maintains considerable contact with probationers and may be exposed to irate/hostile persons.

Job Type:

Full-time Pay:

From $20.54 per hour

Benefits:

Dental insurance Employee assistance program Health insurance Life insurance Vision insurance

Work Location:

In person