Drug Court Administrative Assistant

Job Opportunities Use the Government Jobs tab to search through your municipality's employment opportunities. Subscribe to job posting notifications to be automatically alerted of the latest career opportunities by clicking on the Notify Me button.

The administrative assistant performs administrative and professional functions for Drug Court/treatment provider. The position is responsible for day-to-day planning, monitoring and coordinating the Diversion/Treatment programs. Under general supervision, provides a variety of routine to somewhat complex clerical support, financial, and administrative duties which may include reception, word processing, data entry, record keeping, and filing in support of the organization.

Position is a working level class in the Administrative Support class, and as such, is responsible for providing a variety of administrative and clerical support for the Seventh Judicial District Drug Court administrative function. At this level, guidelines are available, but judgement is required to apply them effectively to the specific situation.

The duties listed below are examples of the work typically performed by an employee in this position. An employee may not be assigned all duties listed and may be assigned duties which are not listed below.

• Monitor the day-to-day activities of the diversion programs to ensure compliance with the key components. Maintain written handbooks for participants including consents and waivers. Organize drug court calendars as well as the testing calendar.
• Coordinates inpatient treatment, communicate with residential treatment providers for client status and treatment reports.
• Maintain a data collection system to monitor client compliance (DCCM). Manage daily operations and filing system. Develop and maintain fee system including drug court and testing. Organize and attend staffing, drug court hearings, meetings, and conferences. Manage all inventory of testing and office supplies.
• Coordinate the completion of the application process for prospective participants including gathering application materials to be provided to the drug court team to support determination of eligibility.
• Generally provides support to customers, clients, members of the general public, and other staff of the organization in person and/or by phone by answering inquiries related to the organization's operations, services, programs, and records; receives complaints and expressions of dissatisfaction with services or programs offered or individual treatment received and attempts to resolve such; possesses familiarity with and explains to the public, internal staff, and others the organization's rules, policies, and procedures and explains the appropriate use and completion of forms and documents.
• Compiles and assembles information from files, records, archives, and other sources in response to inquiries for general or specific programmatic or technical information.
• Receives, processes, and verifies bills, invoices, purchase orders, claims, and related materials; tabulates and codes data for processing; posts information to appropriate accounts, logs, and/or reports; makes adjustments in accounts and balances totals as appropriate; traces and corrects errors and omissions.
• Enters, formats, and retrieves data and prepares periodic or special reports and/or spreadsheets using a database, off-the-shelf or customized software programs, or other computerized formats to meet organizational needs.
• Prepares documents for publication from text, information, or ideas provided by others using word processing or desktop publishing software.
• Establishes, maintains, and processes a variety of records and transactions; determines acceptability and accuracy of information and selects appropriate processing procedures; codes, classifies, and verifies data; compiles summaries and analyses; corrects errors and omissions.
• Keep a clean work environment. Order office supplies, call in work orders for maintenance to the drug court building.
• Protects operations by keeping information confidential and HIPPA compliant.

Knowledge, Skills, and Abilities:

• Current office practices and procedures including business correspondence, record maintenance system, and office equipment;
• Desktop publishing techniques;
  Proficiency with Microsoft Office.
• Intermediate to advanced bookkeeping principles and practices;
• Organizational structure, functional assignments, policies, procedures, and staffing; and
• Correct English usage including grammar, punctuation, and vocabulary.

Skill to:

• Detail oriented with excellent organizational abilities including time management, work load prioritization and record-keeping accuracy in accordance with court policies and governmental regulations.
• Adept at planning, organizing, directing, and coordinating. Ability to identify problems, collect data and establish facts. Effective oral communication skills, the capacity to exercise a high degree of…