Administrative Assistant II

About the role

Provides general clerical and receptionist duties and responsibilities for the Justice Services Division. Serves as front-office receptionist in greeting and appropriately directing or providing information to members of the public and users of the division both in person and over the phone.

Responsibilities

• Greets people in person at the front desk or over the phone.
• Answers inquiries regarding services provided, and directs callers or visitors to the appropriate resource or individual for inquiries that go beyond the job scope or knowledge of the employee.
• Takes and routes messages appropriately for employees absent or unavailable.
• Performs a variety of clerical duties for Justice Services including responding to requests for information or other correspondence, standard memos and letters, reports, notifications, etc. as directed.
• Maintains professional and effective working relationship with other employees, the public, clients and other agency professionals.
• Maintains and creates case files to document written and oral information as needed throughout the office.
• Updates and otherwise maintains files as needed.
• Makes daily trips to the Courthouse to deliver and pick up documents.
• Schedules appointments for Probation Officers as directed.
• Maintains a safe environment by monitoring all traffic through the office including coming and going of clients for safety issues.
• Greets individuals with a variety of dispositions and in difficult situations with the potential to become or be angry, agitated, under the influence of alcohol or illegal substances, and/or suffer from mental health issues and assess the situation and respond appropriately to summon the necessary assistance without further agitating the individual.
• Transcribes and proofs court documents, such as affidavits for both Juvenile and Adult Misdemeanor Probation Officers.
• Assures that all case files are put together for the Probation Officers.
• Maintains case files to assure easy and accurate access for Probation Officers.
• Fills out the staffing sheets for each police report, prepares a list of all offenders for the staffing, and provides available social history times for each Juvenile Probation Officer.
• Confirms with the Prosecutors office, the juveniles given Promise to Appears on the juvenile staffing date.

Requirements

Work involves a variety of regular and recurring situations where some judgment may be required to apply standard practices and decision-making within clearly defined parameters. Works under direct supervision of the Office Manager. Communicates heavily with others inside the department, and regularly with users of the Countys Justice Services. Work has a moderate but distinct impact on the operations of the Justice Services department. Work is typically performed indoors in an office setting. Typically involves low intermittent stress during periods of heavy activity. Typically involves regular travel in the local area.

Qualifications

• High school diploma or equivalent.
• One year of clerical experience.
• Experience in a customer service environment.
• Ability to communicate effectively both orally and in writing.
• Ability to maintain confidentiality.
• Ability to work independently and as part of a team.
• Ability to handle multiple tasks simultaneously.
• Ability to prioritize tasks and meet deadlines.
• Ability to interact professionally with diverse groups of people.