Administrative Clerk Specialist

at Gila County in Payson, Arizona, United States

The purpose of this position is to provide administrative support for both the Adult and Juvenile Probation divisions and to assist officers and administrators in the daily activities of the organization. This position fulfills administrative functions for the department in relation to data processing, accounting and communications. Duties include generating documents, data maintenance, credit card statement reconciliation and budget preparation assistance.

Maintains and updates client data in adult and juvenile case management systems; performs quality assurance duties and resolves any discrepencies. Prepares, modifies and proofreads court documents, reports, forms, emails, spreadsheets, meeting minutes, memorandas and newsletters; copies, scans, faxes and mails court documents, notices, and other correspondence; files court documents with the Clerk of the Superior Court and distributes to appropriate parties.

Reconciles invoices with credit card statements; accepts and processes Intensive Probation Supervision payments; reconciles client financial accounts with Tax Intercept Program database; troubleshoots and resolves any issues; purchases office supplies, furniture and other office materials; maintains office supply inventories.

Schedules departmental equipment and vehicle maintenance, generates repair orders and updates information on systems; organizes and schedules meetings and special events; conducts and participates in special projects and committees; answers, screens and transfers phone calls; opens, sorts and distributes incoming correspondence; handles requests for information and data; receives and directs visitors and clients.

May act as Court Clerk in specialized hearings; prepares contracts/directives for clients; records court orders; may assist in the preparation of departmental budgets; may assist in the follow-up of victim contacts and track restitution compliance on probationers; may serve as back-up dispatcher for the department.