Juvenile Probation Administrative Assistant

Responsibilities

• Acts as receptionist: receives and screens visitors and phone calls, takes messages, greets people, and provides factual information regarding department or program activities and functions that require interpretation of rules, policies, and/or procedures.
• Manages activities and programs of the Eureka County Juvenile Probation Department.
• Oversees 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, and Youth Baseball).
• Plans and organizes work to be done by contractors; schedules and coordinates activities of contractors such as coaches and dance instructors.
• Types correspondence, reports, forms, newsletters, and specialized documents related to the assigned unit from drafts, notes, dictated tapes, or brief instructions using a typewriter or word processor; may compose standard correspondence from brief instructions and assemble 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 that require arithmetic calculations and consolidation of materials from several sources.
• Maintains, records, and processes forms such as work orders, vouchers, billings, and other department-specific documents.
• Establishes and maintains office files; researches and compiles information from files; purges files as required; maintains a department‑specific library; indexes documents; microfilms documents.
• Maintains a 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.
• Opens and distributes mail; processes outgoing mail; posts and distributes notices, flyers, bulletins; performs other general office support services.
• Maintains all grant records and data; oversees 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; and 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 evaluate home environments for risk factors.
• Collects samples for 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.

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

• Knowledge of practices and procedures, including filing and operation of standard office equipment; basic record‑keeping principles and practices; correct English usage, including spelling, grammar, and punctuation; and business arithmetic.
• Skills in performing detailed office support work; operating standard office equipment including a word processor or computer terminal; organizing and maintaining accurate files and records; providing factual information both in person and on the telephone; establishing and maintaining working relationships with staff and the public; accurately typing at a rate sufficient to perform assigned duties.

Strength, dexterity, coordination, and vision to use a keyboard and video display terminal for prolonged periods; occasional lifting of items weighing up to twenty‑five (25) pounds; moving from place to place within the office; reaching for items above and below desk level; generally a clean work environment with limited exposure to dust, fumes, odors, or noise.

Incumbents and applicants who Eureka County has offered employment are encouraged to discuss potential accommodations with the employer. Incompliance with applicable disability laws, reasonable accommodations may be provided for qualified individuals with a disability who require and request such accommodations.