Juvenile Probation Administrative Assistant

Summary of Job Purpose

Under direct supervision; assists Probation Officer in providing probation services by performing intake procedures for clients, assisting monitoring probationers’ progress, which may include receptionist duties, typing, word processing, data entry, record keeping, filing, and billing.

• Acts as receptionist and receives and screens visitors and telephone calls and takes messages; greets people visiting the office; provides factual information regarding department or program activities and functions which require some interpretation of rules, policies, and/or procedures.
• Manage the activities and programs of the Eureka County Juvenile Probation Department;
• Overseeing at least eleven different recreational programs (Back to School Parties, Soccer, Youth Basketball, Red Ribbon Week, Dance, Duck Stamp, Wrestling, Ski Trip, Grad Night, Crescent Valley Swim Program, & Youth Baseball).
• Plans and organizes work to be done by contractors; schedules and coordinates activities of contractors eg. Coaches, dance instructors
• Types correspondence, reports, forms, newsletters, and specialized documents related to the functions of the assigned unit from drafts, notes, dictated tapes, or brief instructions using a typewriter or word processor; may compose standard correspondence from brief instructions; assembles monthly reports or newsletters.
• Checks typed and other materials for accuracy, completeness, compliance with departmental policies and applicable regulations, and corrects English usage, including grammar, punctuation, and spelling.
• Enters, edits, retrieves data, and prepares periodic or special reports from computer systems following established formats and menus; may create reports, spreadsheets, and other formats using programmed software to meet departmental needs.
• Prepares and updates a variety of records, forms, and reports, which require the use of arithmetic calculations and consolidation of materials from several sources.
• Maintains, records, and processes forms, such as work orders, vouchers, billings, and other documents specific to the department.
• Establishes and maintains office files; researches and compiles information from files; purges files as required; maintains department specific library; indexes documents; microfilms documents.
• Maintains calendar of appointments and events; assists in planning and organizing meetings and special events.
• Compiles materials for meetings; may prepare agendas and attend such meetings to take summary notes as required.
• Opens and distributes mail; processes outgoing mail; posts and distributes notices, flyers, and bulletins; performs other general office support services.
• Maintains all grant records and data. Overseeing the different grant programs and their facilitators (Girls Circle in White Pine, Eureka, and Lincoln Counties, Boys Council White Pine and Eureka Counties, Lifeskills Eureka and Crescent Valley Elementary Schools, After school Tutoring, & Community Corrections Partnership Block Grant).
• Under limited circumstances, may accompany officers into the field to check on the location of clients, assist in transportation of clients, verify addresses and assist with evaluating home environments for risk factors.
• Collects samples for the purpose of testing, which includes but is not limited to urine; follows specific procedures to preserve the chain of evidence.
• Represents the County with dignity, integrity, and a spirit of cooperation in all relationships with staff and the public.

Essential Functions

The class specification lists the major duties and requirements of the job and is not all-inclusive. Incumbent(s) may be expected to perform job-related duties other than those contained in this document and may be required to have specific job-related knowledge and skill.

J. P. Administrative Assistant I: Juvenile Probation Assistant is the experienced working level class in the Administrative Assistant series. Incumbents work independently within established guidelines. Positions are characterized by the presence of fairly clear guidelines from which to make decisions and the availability of supervision in non-routine circumstances.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skills and/or ability required.

High School diploma/GED; AND one (1) year of administrative support experience is preferred.

Knowledge of: practices and procedures, including filing and the operation of standard office equipment; basic record keeping principles and practices; correct English usage, including spelling, grammar, and punctuation; business arithmetic.

Skills in: perform detailed office support work; operate standard office equipment including a word processor or computer terminal; organize and maintain accurate files and records; provide factual information both in person and on the…