Clerical Assistant

APPLICATIONS WILL BE ACCEPTED FOR IN-HOUSE APPLICANTS BEGINNING DECEMBER 18, 2025, THROUGH DECEMBER 22, 2025.
APPLICATIONS FOR THE GENERAL PUBLIC WILL BE ACCEPTED BEGINNING DECEMBER 23, 2025, THROUGH FEBRUARY 18, 2026.(POSITION IS OPEN FOR 60 DAYS UNLESS FILLED PRIOR TO DEADLINE)

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Wayne County provides reasonable accommodation to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would present an undue hardship.

Incumbent serves as Clerical Assistant for the Probation Department, responsible for performing clerical functions for Adult, Juvenile, and Community Correction divisions as well as various duties as assigned.

• Assigns adult and juvenile cases in accordance with departmental policies and practices.
• Enters and updates adult and juvenile on juvenile detention alternatives initiative, and pretrial schedules as directed.
• Performs data quality checks and ensures required case level data is provided and entered correctly, informs staff and supervisors of data quality/entry issues, and assists in obtaining and entering correct information.
• Answers telephones and greets office visitors, directing to appropriate individual or taking messages as needed. Assists the public and/or clients when reporting in as needed, including collecting Probation Users Fees (PUF) and home detention fees.
• Performs data entry on database software for juvenile arrest reports, juvenile court proceedings, adult court proceedings, probation terminations, and closed cases. Conducts record checks for adult and juvenile probation records.
• Maintains order in accounting/financial functions and standards established by the State Board of Accounts, records of PUF payments as well as the report of collections for treasurer and auditor and the county annual report (CAR).
• Maintains credit card payments and processes transactions in accordance with credit card vendor and financial institution, communicating with each entity as needed.
• Monitors and submits reports regarding the collection of PUF and home detention payments to Probation Officers and Supervisors as directed.
• Informs supervisors of department activities of clerical matters. Maintains supply inventory, ordering supplies as needed.
• Updates departmental forms and creates reports using appropriate programming software.
• Conducts juvenile and adult record checks for outside agencies and terminates and purges files as needed.
• Performs various clerical and administrative support duties, including preparing claims, payroll, letters, envelopes and other court-related or probation-related documents, filing and copying as needed.
• Compiles statistical information required by the Indiana Office of Court Services and submits monthly, quarterly, semi-annual, and annual reports.
• Performs Probation Department accounting functions, involving budgeting, payroll functions, and reviewing claims in the absence of the bookkeeper.
• Receives court documents from Probation Officers and enters them into computer. Collects paperwork from other offices and distributes documents as needed.
• Assists supervisors in compiling departmental procedures and submitting reports as required by Indiana Office of Court Services.
• Assists staff members with computer and/or copier problems or questions as needed.
• Processes outgoing and incoming mail and runs errands in Courthouse and Administrative Building.
• Performs related duties as assigned.

• High school diploma or GED and one year of related experience preferred.
• Working knowledge of standard office procedures, word processing, spread sheet, and database software, document design, and ability to apply such knowledge to a variety of processes, tasks, and operations.
• Working knowledge of standard English grammar, spelling and pronunciation, and ability to speak clearly with poise.
• Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug‑free workplace, and personal conduct.
• Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.
• Ability to provide public access to or maintain confidentiality of department information and records according to state requirements.
• Ability to effectively communicate orally and in writing with co‑workers, other County departments, State Board of Accounts vendors, financial institutions, Indiana Office of Court Services, County courts, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
• Ability to operate standard office equipment, including…