Administrative Assistant

Carroll County Probation Department- Job Description

JOB TITLE: Administrative Assistant

Status: Hourly

Pay Rate: $17.13/Hour

GENERAL SUMMARY

Under the direction of the Chief Managing Officer of Probation, the Administrative Assistant will be responsible for managing the day-to-day operations of answering phone calls and greeting clients, courthouse personnel and the general public and routing them to the appropriate personnel. The Administrative Assistant will also be responsible for setting up case files, both electronically and paper, and routing mail to the appropriate place. The Administrative Assistant is also responsible for keeping accurate records for statistical purposes and outcome data. Bookkeeping and Accounting are also aspects of the job that require the Administrative Assistant to submit billing and keep an accurate record of spending for budget purposes. The Administrative Assistant is responsible for the achievement of departmental objectives, as well as ensuring a high quality and cost-effective service delivery. The Administrative Assistant performs special projects and/or duties as directed by the Director.

PRINCIPLE DUTIES AND RESPONSIBILITES

1. Greets the public and notifies staff of an appointment waiting for them.

2. Greets individuals from court and provides them with the appropriate information.

3. Makes copies of information and appropriately sets up files in the departments case management system and creates a paper file.

4. Receives phone calls, takes messages, logs/assigns cases for the appropriate officer.

5. Maintains confidentiality of client information and adheres to the 15th Judicial Circuit Code of Professional Conduct.

6. Sends and receives all mail in the department.

7. Maintains an accurate record of all cases assigned within the department.

8. Prepares vouchers for submission in the monthly billing cycle and keeps an accurate on-going ledger of monthly expenses for budget purposes.

9. Prepares and verifies for accuracy the monthly and annual statistics for submission to AOIC.

10. Contacts outside vendors to solicit competitive pricing for goods and services for the department.

11. Adheres to all Probation and County policies and procedures.

12. Maintains positive working relationships with persons, agencies, and other units of the criminal justice system who come into contact with the Court Services organization.

13. Complies with all applicable statutes.

14. Assesses on a continuous basis method to improve service delivery.

15. Performs special projects and/or duties and responsible for the successful completion of directives as specified by the Director.

16. Attends and participates in regularly scheduled staff meetings.

17. Submits accurately documented bi-weekly time sheets to the Director on a timely basis.

18. Inventories and orders all office supplies needed for the department while being mindful of the budget.

Knowledge, Skills and Abilities required

1. Knowledge skills and abilities acquired through the completion of a high school diploma.

2. Requires typing skills of 50 wpm as normally required through the completion of typing classes and or general computer usage.

3. Requires ability to utilize a personal computer with Word/Excel and/or other programs, copier, scanner, fax and phone.

4. Requires extensive receptionist abilities including being perceptive to client behaviors and actions that should be reported to the assigned probation officer.

5. Requires ability to interact with a diverse group of individuals coming into contact with the Court Services organization.

6. Requires organizational skills necessary to prioritize a varied workload and keep the office appropriately supplied to conduct day to day activities.

7. Requires oral communication skills necessary to disseminate accurate information to staff and the public.

8. Ability to transport oneself in order to accomplish job performance requirements as dictated by Court Services Policy and Procedures.

9. Requires light lifting to transport files for storage and shredding.

10. Requires attention to detail to ensure all appropriate county and state rules and regulations are followed.

Physical Demands of the Essential Functions

75% or more of the work time is spent sitting, talking, hearing (perceive sounds including spoken words), the ability to distinguish objects clearly at 20’ or further with glasses if needed and the ability to distinguish objects clearly at 20’ or less with glasses if needed, fingering including typing and writing. About 20% of the work shift is spent standing. Handling or manipulating objects with the hand is spent about 50% of the time, or typing using the fingers. Walking, stooping, kneeling, crouching, reaching, lifting an object 20 pounds or less is required in unusual or non-routine situations. Running, swimming, grappling with the defendant, climbing, balancing, bending, twisting, feeling (using the sense of touch in fingers), lifting objects 20 pounds or more, carrying objects weighing 10 pounds to 100 pounds, pushing or pulling (from 10 pounds to 100 pounds) is not required. Handling objects (manipulating objects with the hands, such as controlling a front-end loader, performing surgery, or soldering small components together) is not required.

Working Environment While Performing Essential Functions

75% or greater of the work time is spent inside protected from weather conditions, exposure to radiant/radiation hazards. Noise in excess of 90 decibels, electric hazard, physical attack or injury from a defendant, exposure to atmospheric conditions such as fumes, odors, poor ventilation, are present only in unusual situations. Outside exposure to extreme heat or cold, wet or humid, vibrations, mechanical hazards, chemicals, burns, explosives, heights above 12’, hazards from fast moving vehicles, atmospheric conditions of dust, or physically confined worksite are not present.

Equipment Used to Perform Essential Functions

Copy machine, computer terminal, camera monitor, phone system (voice mail). Transportation sufficient to accomplish job objectives will be needed.

Hiring Contingency

After an offer of employment is extended to a specific candidate, said candidate’s hiring is contingent upon the candidate obtaining a physical and passing a drug screen.

Perspective employee has been cleared through a criminal background check.

Carroll County is an Equal Opportunity Employer

Job Type: Full-time

Pay: From $17.13 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• Day shift

Ability to Commute:

• Mount Carroll, IL 61053 (Required)

Ability to Relocate:

• Mount Carroll, IL 61053: Relocate before starting work (Preferred)

Work Location: In person

Salary : $17