Benefits of Employment

Insurance:  Comprehensive Health, Dental, Vision, Life and an Employee Assistance Program.  Supplemental Life may be purchased at group rates.

Paid Time Off: Twelve (12) holidays, vacation time (after 6 months) of three (3) weeks per year for the first eight (8) years of service, and sick time.

Retirement: Ohio Public Employees Retirement System (OPERS) with 14% annual employer contribution and Deferred Compensation Plans.

Job Summary

The Probation Intake Clerk is to provide excellent customer service for in-person and incoming phone calls from youth, families, legal guardians, attorneys, agencies, and all other visitors. Additionally, the Probation Intake Clerk is to assist and support courtroom staff, Probation Department staff, and partners such as Ohio Department of Youth Services (ODYS), Detention Center, and Transport unit. The daily tasks of the Intake Clerk include case assignments via court management system, investigation and supervision tasks, referrals, DNA and fingerprint collection, address updates, police report requests, maintaining the Record Room, and ODYS commitment processing. Also, the Intake Clerk will meet with youth and families for the completion and explanation of court orders and probation intake process. This position requires attention to detail, knowledge of court management systems and journal entry comprehension, good decision-making skills, use of confidentiality, and teamwork.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons covered by the Americans with Disabilities Act, in accordance with its requirements.

Greets and receives youth and families, probation staff, and courtroom personnel to gather information for the intake process as well as direct walk-in visitors.

Enters data as necessary via electronic task assignments for the processing of judicial orders, generating appointment notices, etc.

Updates the information system as needed, such as name, address, phone number, DNA, fingerprints, and school, and grade level.

Picks up, sorts, and processes distribution material submitted to Probation Support Services to appropriate locations.

Prepares case files for investigation assignments by entering necessary data into logs and preparing them for distribution to appropriate district offices and courtrooms.

Answers telephone calls, take messages, responds to questions, provides direction to callers, and notifies branch offices of probation assignments, etc.

Reviews journal entries for missed probation orders, etc.  Retrieves appropriate information for review and probation assignment.

Files, sorts, and distributes case files in Probation Department Record Room and updates database accordingly to address record creation, record recall, and the dead files project.

Collects, processes, and submits client’s DNA and fingerprints.

Must provide office coverage when Probation Support Services Supervisor and Assistant are out of the office.  The most essential task of coverage is to coordinate and problem-solve ODYS commitments that include to review the ODYS Checklist for completion, documents on spreadsheet, and save and send the Intake Form, Call-in Form, Birth Certificate, Social Security card, Complaint(s), signed Journal Entry(s), and Credit Addendum.

Responsible for explanations of ODYS commitment process to Parole and Probation Officers, legal guardian, parent, and/or families.

Performs other duties as assigned.

Supervisory Responsibilities

Has no direct supervisory responsibility for staff members.

Equipment Operated

Standard office equipment and office technology such as copy machines, personal computers and telephones.

Confidential Data

All court-related information regarding hearings, etc. that the employee may come in contact with by working in the facility.

Working Conditions

Works in a general office setting with moderate noise levels, face-paced working environment,shared working area between staff and clients, daily public interaction, and potentially working with many interruptions from incoming calls and walk-ins from clients, Court personnel.

Usual Physical Demands

While performing the duties of this job, the employee is required to sit,  to stand, to speak clearly, and to hear. The employee must occasionally lift and/or move up to 10 pounds. This position is subject to many interruptions and may be required to handle multiple calls and inquiries at once.

Knowledge, Qualifications, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed below are representative of the knowledge, skill, and/or ability required. 

Ability to communicate effectively with courtroom personnel, Court employees, and the general public. Candidate must have computer knowledge, be familiar with Microsoft Office and have strong data entry skills. For the success of the unit, the candidate must have the abilities to be cross trained on tasks, to multi-task, and to remain well organized.  Must complete and pass pre-employment skills tests with scores of at least 35 WPM on the Legal Keyboarding test, 72/112 on the Data Entry test, and 16/25 on the Alpha Filing test. The candidate must be flexible to schedule changes and staff coverage.

Education and/or Experience

High school diploma or equivalent.

AND

Six (6) months of experience in a clerical position.

Licensure or Certification Requirements

None

Court Expectations of Employee

In accomplishing the responsibilities of this position, the Court expects that the employee will adhere to the mission and values of the Court as well as all Court policies and procedures.  In addition, while carrying out the duties of this position, the employee is expected to model high ethical conduct on and off the job and exhibit a professional and respectful demeanor with all Court employees.

Court Mission Statement

To administer justice, rehabilitate juveniles, support and strengthen families, and promote public safety.
 

Application Procedure

Current Cuyahoga County Court of Common Pleas Juvenile Division Employees:

• The deadline to apply is _3/6/25_.
• Please visit https://juvenilecourt.applicantstack.com/x/openings-internal to complete and submit the Job Posting Response Form to the Human Resources Division.
• The Job Posting Response form must be received in Human Resources by the job posting deadline for consideration as a candidate for the posted position.
• If you do not meet the minimum requirements, you can submit a waiver to Human Resources. Please refer to the Employee Handbook Policy number 1.02.04.

External Applicants: 

• This position will remain posted until filled. 
• Please visit https://juvenilecourt.applicantstack.com/x/openings to view this posting and to complete and submit the Application for Employment. 

EEO/ADA/SMOKE-DRUG FREE ENVIRONMENT

Ohio Relay Service 1-800-750-0750

Salary : $34,320 - $35,693