Administrative Assistant II

ADMINISTRATIVE ASSISTANT II

Department:
Justice Services
Supervisor:
Director, Bonner County Justice Services
Supervision Exercised:
None
Exempt Status:
Hourly
Benefits Eligibility Status:
Eligible
BOCC Approval: 07/07/2020

Provides general clerical and receptionist duties and responsibilities for the Justice Services Division. Serves as front‑office receptionist in greeting and appropriately directing or providing information to members of the public and users of the division both in person and over the phone. The Administrative Assistant is a clerical support position providing general clerical and receptionist functions to the Justice Services department.

Work involves a variety of regular and recurring situations where some judgment may be required to apply standard practices and decision-making within clearly defined parameters. Works under direct supervision of the Office Manager. Communicates heavily with others inside the department, and regularly with users of the County’s Justice Services. Work has a moderate but distinct impact on the operations of the Justice Services department.

Work is typically performed indoors in an office setting. Typically involves low intermittent stress during periods of heavy activity. Typically involves regular travel in the local area.

• Greets people in person at the front desk or over the phone.
• Answers inquiries regarding services provided, and directs callers or visitors to the appropriate resource or individual for inquiries that go beyond the job scope or knowledge of the employee.
• Takes and routes messages appropriately for employees absent or unavailable.
• Performs a variety of clerical duties for Justice Services including responding to requests for information or other correspondence, standard memos and letters, reports, notifications, etc., as directed.
• Maintains professional and effective working relationship with other employees, the public, clients and other agency professionals.
• Maintains and creates case files to document written and oral information as needed throughout the office.
• Updates and otherwise maintains files as needed.
• Makes daily trips to the Courthouse to deliver and pick up documents.
• Makes daily runs to other agencies as needed to courier documents and other materials.
• Schedules appointments for Probation Officers as directed.
• Meets all visitors/clients and directs them to the proper office.
• Monitors all traffic through the office including the coming and going of clients for safety issues.
• Greets individuals with a variety of dispositions and in difficult situations with the potential to become or be angry, agitated, under the influence of alcohol or illegal substances, and/or suffer from mental health issues and assesses the situation and responds appropriately to summon the necessary assistance without further agitating the individual.
• Transcribes and proofs court documents, such as affidavits for both Juvenile and Adult Misdemeanor Probation Officers.
• Ensures that all case files are put together for the Probation Officers.
• Maintains case files to assure easy and accurate access for Probation Officers.
• Files all documents in client files.
• Screens incoming calls, mail, and public contacts to evaluate and direct inquiries.
• Distributes all incoming mail ensuring that all Probation Officers have access to pertinent case mail, reports, and related documents.
• Reads all police reports regarding juvenile offenders and routes to correct avenue (i.e., Probation Officers for probation violations or for information on reports that do not contain offenses under the Juvenile Corrections Act such as alcohol/tobacco offenses; or the Youth Accountability Board staffing).
• Prepares all information for weekly juvenile staffing (first appearances), including filling out the staffing sheets for each police report, preparing a list of all offenders for the staffing, and providing available social history times for each Juvenile Probation Officer.
• Confirms with the Prosecutors office the juveniles given proximity to appearances on the juvenile staffing date.