Administrative Clerk Specialist

About the role

This position provides administrative support for both the Adult and Juvenile Probation divisions and assists officers and administrators in the daily activities of the organization. The role fulfills administrative functions related to data processing, accounting, and communications.

Responsibilities

• Generate documents, maintain data, reconcile credit card statements, and assist with budget preparation.
• Maintain and update client data in adult and juvenile case management systems; perform quality assurance duties and resolve discrepancies.
• Prepare, modify, and proofread court documents, reports, forms, emails, spreadsheets, meeting minutes, memoranda, and newsletters.
• Copy, scan, fax, and mail court documents, notices, and other correspondence; file court documents with the Clerk of the Superior Court and distribute to appropriate parties.
• Reconcile invoices with credit card statements; accept and process Intensive Probation Supervision payments.
• Reconcile client financial accounts with the Tax Intercept Program database; troubleshoot and resolve issues.
• Purchase office supplies, furniture, and other office materials; maintain office supply inventories.
• Schedule departmental equipment and vehicle maintenance, generate repair orders, and update information in systems.
• Organize and schedule meetings and special events; conduct and participate in special projects and committees.
• Answer, screen, and transfer phone calls; open, sort, and distribute incoming correspondence.
• Handle requests for information and data; receive and direct visitors and clients.
• May act as Court Clerk in specialized hearings; prepare contracts/directives for clients; record court orders.
• May assist in the preparation of departmental budgets.
• May assist in the follow-up of victim contacts and track restitution compliance on probationers.
• May serve as back-up dispatcher for the department.
• Perform other duties as assigned.