Administrative Assistant Ii

POSITION DESCRIPTION
Montgomery County Common Pleas Court
Juvenile Division

DISTINGUISHING JOB CHARACTERISTICS

Combines general clerical and secretarial support to the Probation Services Department with program-level data collection, tracking, and reporting. Work includes preparation of recurring reports submitted to state agencies and funding partners, maintenance of program records and tracking systems, and coordination across assigned units.

Positions in this classification support one or more program areas and may be assigned to a Probation Operations Manager, a unit supervisor, or department-wide reporting functions. Incumbents may be assigned to collective department-wide tracking for grant reporting and Court initiatives in addition to duties within their assigned area. Illustrative duties are specified for the classification.

“In this position, you are an At-Will Employee serving at the pleasure of the Administrative Judge.”

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons, covered by the Americans With Disabilities Act, in accordance with its requirements.

Provides secretarial and administrative support to the Department and assigned programs. Welcomes the public and answers inquiries from juveniles, families, agency representatives, victims, Court staff, and others having business with the Court, directing inquiries to the appropriate party. Manages business calls, maintains calendars and appointments, types meeting minutes, maintains records, and processes departmental printing requests.

Enters, verifies, and maintains program data in Court and state reporting systems. Reviews records for accuracy and completeness, which may include participation and attendance records, work hours, payment and completion records, referral lists, testing results, and program status changes, depending on the assigned area.

Prepares and submits recurring required reports to established deadlines, including daily recordkeeping, monthly progress and supervisor reports, quarterly reports, and data submissions supporting Ohio Department of Youth Services reporting, Targeted RECLAIM documentation, and grant applications and compliance requirements as assigned.

Assembles program and case documentation packets requiring compilation from multiple sources. Monitors due dates, identifies missing items, and notify the assigned supervisor of gaps in advance of submission.

Creates and maintains program files, logs, and tracking systems as assigned, which may include Victim Impact Statements, restitution cases, mileage, program testing records, or other program-specific data. Updates the Supervisor on issues and concerns.

Works with the Clerk's Office, program partners, and other Court departments to verify program and financial data applicable to the assigned area, including restitution amounts, Juvenile Court numbers, and payments.

Coordinates program logistics and distributions, including passes, gift cards, incentives, and program materials, in accordance with Court custody and routing procedures. Maintains supplies and materials for assigned program functions and notifies the supervisor when reordering is required.

Assists with organizing community events, including flyers, income and expense spreadsheets, mailing lists, bulk mailings, donor correspondence, and quarterly newsletters.

Provides front-desk coverage for the department's receptionist as needed. Notarizes complaints for filing and other documents as required.

OTHER DUTIES AND RESPONSIBILITIES

Additional duties as assigned by the Supervisor or Manager.

SCOPE OF SUPERVISION

None

EQUIPMENT OPERATED

Computer;
Microsoft and Canva software;
Court and state data systems; timekeeping systems; telephone, scanner, copier, fax machine, and other general office equipment.

CONTACTS WITH OTHERS

Staff; general public; attorneys; placement agency representatives; youth; parents; state agency and grant program contacts.

CONFIDENTIAL DATA

Juvenile social and delinquency/unruly history, personal files and records; medical,…