What are the responsibilities and job description for the Secretary (Probation Department) Collier County position at Florida State Courts, Twentieth Judicial Circuit,...?
JOB
WHY SHOULD YOU APPLY TO THE ADMINISTRATIVE OFFICE OF THE COURTS FOR THE 20TH JUDICIAL CIRCUIT?Great working environmentGrowth and Development OpportunitiesCompetitive Benefits PackagePaid Time Off (Vacation and Sick)Public Service Loan Forgiveness Qualifying EmployerTuition AssistancePaid HolidaysRetirement Plan Options457 Deferred Compensation Plans KEY REQUIREMENTSGraduation from a high school or an equivalency diplomaThree years clerical experience or any combination of education, training, and experience equivalent to three years of clerical experienceAbility to write, speak audibly, clearly and accurately in both English and in the Spanish language is preferred Experience in the field of Criminal Justice is preferredAbility to provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the JudiciarySUMMARYThe Secretary performs clerical support for the Probation Department and is responsible for keeping accurate records, general office work, filing, data entry, answering phones and any other tasks deemed appropriate by the supervisors. Primary responsibilities include the following: (1) Intake and Receptionist Duties; (2) Assist Court and Probation Officers; (3) Typing and Data Entry; (4) Community Service Coordinator; (5) Deferred Prosecution Program; (6) Other Duties As Assigned
EXAMPLE OF DUTIES
ESSENTIAL DUTIES AND RESPONSIBILITIESThe following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. 1. Intake and Receptionist Duties - First point of contact on office telephone and front deskProfessionally handle all walk in visitors, referring to proper locationAnswer phones and cover the front desk when assignedTransfer calls to appropriate staff or departmentGreet all visitors and defendants in a professional and polite mannerSign up offenders to return for instructionsIncoming and outgoing mail distributionFollow proper office procedures for complaints to supervisors2. Assist Court and Probation OfficersCheck and process all incoming and outgoing documentsPrepare and distribute all files and maintain computer entriesDate and accurately distribute all incoming forensics/documentsAssist Officers in Court proceedingsFileDocket preparation for Court Officers3. Typing and Data EntryData entry of all cases (Deferred Prosecution or Probation)Review and correct information from dockets to computer entriesPrepare and maintain daily, weekly, and monthly reportsCross train to perform all clerical functionsCross training for all office duties which will include but not limited to: Community Service Sign UpsVerifying community service completions4. Community Service CoordinatorRecruit new agencies once every quarter.Make sure to contact all agencies to confirm their needsFill out detailed community service agency information form & review and make sure court order hours are being properly recorded & all agencies have appropriate insurance papers.Submit monthly Community Service statistical reports as directed by the Deputy Criminal Justice Director and/or the Criminal Division Director.?5. Deferred Prosecution ProgramEnsure accurate preparation and entries of all files & maintain files in orderly and timely manner. All files & documents must be entered within 24 hours after receiving documents.Once file is given to clerical at the end of termination or a violation, the file is to be closed and all documents are to be scanned and sent to all parties involved. 6. Other Duties As Assigned
SUPPLEMENTAL INFORMATION
EDUCATION and/or EXPERIENCEGraduation from a high school or an equivalency diplomaThree years clerical experience or any combination of education, training, and experience equivalent to three years of clerical experience Experience in the field of Criminal Justice is preferredCERTIFICATES, LICENSES, REGISTRATIONSNoneSUPERVISORY RESPONSIBILITIESNone
WHY SHOULD YOU APPLY TO THE ADMINISTRATIVE OFFICE OF THE COURTS FOR THE 20TH JUDICIAL CIRCUIT?Great working environmentGrowth and Development OpportunitiesCompetitive Benefits PackagePaid Time Off (Vacation and Sick)Public Service Loan Forgiveness Qualifying EmployerTuition AssistancePaid HolidaysRetirement Plan Options457 Deferred Compensation Plans KEY REQUIREMENTSGraduation from a high school or an equivalency diplomaThree years clerical experience or any combination of education, training, and experience equivalent to three years of clerical experienceAbility to write, speak audibly, clearly and accurately in both English and in the Spanish language is preferred Experience in the field of Criminal Justice is preferredAbility to provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the JudiciarySUMMARYThe Secretary performs clerical support for the Probation Department and is responsible for keeping accurate records, general office work, filing, data entry, answering phones and any other tasks deemed appropriate by the supervisors. Primary responsibilities include the following: (1) Intake and Receptionist Duties; (2) Assist Court and Probation Officers; (3) Typing and Data Entry; (4) Community Service Coordinator; (5) Deferred Prosecution Program; (6) Other Duties As Assigned
EXAMPLE OF DUTIES
ESSENTIAL DUTIES AND RESPONSIBILITIESThe following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. 1. Intake and Receptionist Duties - First point of contact on office telephone and front deskProfessionally handle all walk in visitors, referring to proper locationAnswer phones and cover the front desk when assignedTransfer calls to appropriate staff or departmentGreet all visitors and defendants in a professional and polite mannerSign up offenders to return for instructionsIncoming and outgoing mail distributionFollow proper office procedures for complaints to supervisors2. Assist Court and Probation OfficersCheck and process all incoming and outgoing documentsPrepare and distribute all files and maintain computer entriesDate and accurately distribute all incoming forensics/documentsAssist Officers in Court proceedingsFileDocket preparation for Court Officers3. Typing and Data EntryData entry of all cases (Deferred Prosecution or Probation)Review and correct information from dockets to computer entriesPrepare and maintain daily, weekly, and monthly reportsCross train to perform all clerical functionsCross training for all office duties which will include but not limited to: Community Service Sign UpsVerifying community service completions4. Community Service CoordinatorRecruit new agencies once every quarter.Make sure to contact all agencies to confirm their needsFill out detailed community service agency information form & review and make sure court order hours are being properly recorded & all agencies have appropriate insurance papers.Submit monthly Community Service statistical reports as directed by the Deputy Criminal Justice Director and/or the Criminal Division Director.?5. Deferred Prosecution ProgramEnsure accurate preparation and entries of all files & maintain files in orderly and timely manner. All files & documents must be entered within 24 hours after receiving documents.Once file is given to clerical at the end of termination or a violation, the file is to be closed and all documents are to be scanned and sent to all parties involved. 6. Other Duties As Assigned
SUPPLEMENTAL INFORMATION
EDUCATION and/or EXPERIENCEGraduation from a high school or an equivalency diplomaThree years clerical experience or any combination of education, training, and experience equivalent to three years of clerical experience Experience in the field of Criminal Justice is preferredCERTIFICATES, LICENSES, REGISTRATIONSNoneSUPERVISORY RESPONSIBILITIESNone
