Support Specialist II - Probation

Hiring Pay: $17.90 hourly

About the role

Perform administrative and clerical duties in support of probation officers, surveillance officers, victims, juvenile probationers, and supervisors. This classified position reports to a Probation Office Supervisor and performs duties under general supervision with no supervisory responsibilities.

Responsibilities

• Gather information, prepare legal documents, type legal forms, correspondence, and ensure legal requirements and deadlines are met.
• Conduct computer searches to obtain or validate information using restricted access resources.
• Review materials received by law enforcement, initiate paperwork, and create files and new automated database entries.
• Create and maintain victim files and records to ensure notifications meet agency compliance.
• Transcribe interviews and chronological updates from electronic dictation and prepare court report formats for probation officers.
• Prepare court reports, warrants, packets, correspondence, and forms; prioritize, assign, and review work for accuracy.
• Search for, retrieve, and provide information on case disposition to concerned parties using both manual and automated systems.
• Establish and maintain calendars of caseloads regarding victim notification and response times on pending litigation.
• Coordinate work activities with other team support and assist or backup when required.
• Respond to questions or problems requiring explanation of county or departmental rules and policies.
• Create new client files, log, and input/retrieve information using computer automated systems.
• Assist probation and surveillance officers in case management and closure by quality control of computer panels.
• Operate various office equipment, such as computer terminals, facsimile machines, photocopiers, and other machines as required.
• Attend unit team meetings and prepare minutes.
• Coordinate victim services information and ensure notifications to victims meet agency compliance for cases involving victim rights mandated services.
• Provide input to the Office Supervisor on issues of forms, deadlines, and/or concerns in the work unit.
• Perform related duties and projects as assigned.

Requirements

• A High School diploma or equivalent G.E.D. certificate and three years of administrative support/clerical work experience and/or data entry work experience in a professional office environment.
• OR any equivalent combination of experience, training, and/or education approved by Human Resources.

Preferred Qualifications

• Experience providing administrative support in a probation, court, law enforcement, legal, or criminal justice environment.
• Proficiency with case management systems and maintaining accurate electronic records and databases.
• Experience preparing legal, court, or confidential documents with a high degree of accuracy.
• Demonstrated ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information.
• Excellent customer service and communication skills, with the ability to interact professionally with the public, justice partners, and staff.
• Bilingual (English/Spanish) preferred.

Skills

• Knowledge of probation programs, services, forms, work processes, and court procedures in support of probation for juveniles.
• Knowledge of general office procedures, legal documents, record keeping, filing, and retention practices in a professional office environment.
• Knowledge of business English and the accurate use of punctuation, grammar, and spelling.
• Knowledge of research techniques, creating reports, and preparing letters, memorandums, and other business correspondence.
• Skills to use office equipment including desktop computer with Microsoft Office software, facsimile machine, photocopier, and calculator.
• Clerical skills in data entry, typing, editing, filing, purging legal forms and documents, and setting priorities to meet established goals and deadlines.
• Ability to communicate effectively with court employees, employees from other courts and counties, and the public.

Benefits

New hire benefits information available at https://www.pima.gov/766/New-Hires.

Physical Demands

Typically performs duties in an office environment and may lift materials and/or equipment 20 lbs. or less.