PROBATION ADMINISTRATIVE ASSISTANT

DEADLINE TO APPLY : FEBRUARY 28, 2025

MINIMIM SALARY : $31,946 (Possibly More Depending on Experience)

Vision

Our commitment is to cultivate a safe, engaged community, attuned to the needs of its citizens. Honoring the past, enhancing the present, and advancing the future.

Mission

Jackson County is dedicated to providing services that fuel economic growth and ensure public safety. Prioritizing wise stewardship of material, fiscal, and natural resources and enhancing our cultural heritage through collaborative governance and community participation.

Values

FOR Jackson. For Future. For YOU.

Role and Responsibilities

Under general supervision, performs a variety of advanced secretarial and administrative office management duties to support the County Probation Office and the County Judge’s Office.  Work involves preparing all types of correspondence and reports, distributing mail to all departments, maintaining calendars and schedules for superiors, establishing and maintaining the office filing system, and answering and routing phone calls. Employee is also responsible for accepting complaints about the County Probation Office and routing them to the proper designee. Reports to the County Probation Supervisor. Supervises County Probation Secretarial Staff.

Essential Job Functions

Duties may include, but are not limited to the following :

Provides office support for the County Probation Office as well as for the County Judge’s Office as needed.

Types correspondence for the County Probation Office; prepares manuals and reports for County Probation Office; screens and routes materials according to content of communications, based on detailed knowledge of department operations and individual staff members' assignments and status of work.

Types materials from typed or handwritten copy which requires the use of a variety of complicated formats for preparing correspondence, reports and manuscripts, and assuming responsibility for accurate spelling, punctuation, format and grammar.

Accepts questions and / or complaints regarding the County Probation Office from the general public, both over the phone and in person; answers question based on general knowledge of the functions provided by the County Probation Office; passes detailed questions and / or complaints to the appropriate person.

Schedules and maintains calendars for the County Probation Office Supervisors.

Answers the telephone routing calls or answering questions based on general knowledge of the activities of the department; greets visitors; files and makes copies.

Receives and distributes mail to appropriate destination; reports problems appropriately to the Supervisor.

Maintains Probation file logs and orders that are to be reviewed by the Probation Officer and County Judge.

Establishes and maintains office filing system.

Maintains a good working relationship with staff, clients, and other agencies throughout the criminal justice system. Will work closely with and under the direction of the Probation Office Supervisor and the County Judge.

Performs other job related functions as required.

Maintains personnel and administrative records.

These essential job functions are not to be constructed as a complete statement of all duties performed. Employees will be required to perform other job-related duties as required.)

Qualifications and Education Requirements

High school diploma or equivalent, supplemented by course work in secretarial sciences, and 3 to 5 years of experience in secretarial, administrative work, including significant computer experience; or any equivalent combination of training and experience which provides the required skills, knowledge and abilities.  Must be drug-free and able to pass a vigorous background investigation.  Must have and maintain a valid FL driver’s license.

Knowledge, Skills, and Abilities

Knowledge of modern office practices and procedures.

Knowledge of math, spelling, grammar and punctuation.

Knowledge of County personnel policies, programs and procedures.

Knowledge of Small Claims practices and procedures.

Skill in organizing work flow and coordinating activities.

Skill in the operation of common office machines, including popular computer-driven word processing, spreadsheet and file maintenance programs.

Ability to make routine administrative decisions independently in accordance with laws, regulations, and County policies and procedures, and to solve problems and answer question

Ability to compile data from varied sources and complete complex reports from such information.

Ability to communicate effectively orally and in writing.

Ability to develop and modify work procedures, methods and processes to improve efficiency.

Ability to establish and maintain complex records and files.

Ability to exercise considerable tact and courtesy in frequent contact with the general public.

Ability to establish and maintain effective working relationships as necessitated by work assignments.

Additional Requirements

Physical Requirements : Must be physically able to operate automatic or manual shift pickup or larger truck pulling a trailer and a variety of equipment including forklifts, front-end loaders, balers, tractors, lawn mowers, chain saws, string trimmers, hand tools, etc.  Must be able to exert up to 75 pounds of force occasionally, and / or up to 35 pounds of force frequently, and / or up to 15 pounds of force constantly to move objects.  Requires the ability to maintain body equilibrium when bending, stooping, crouching, climbing, reaching and / or stretching arms, legs or other part of body and to physically maneuver over and / or upon varying terrain, surfaces or physical structures.  Physical demand requirements are those for Medium to Heavy work.

Data Conception : Requires the ability to compare and / or judge the readily observable, functional, structural or composite characteristics (whether similar or divergent from obvious standards) of data, people or things.

Interpersonal Communication : Requires the ability to speak and / or signal people to convey or exchange information.  Includes receiving instructions, assignments or directions to subordinates or assistants.

Language Ability : Requires the ability to read a variety of work orders, manuals, forms, etc.  Requires the ability to prepare simple records using prescribed formats.  Requires the ability to speak to people with poise, voice control and confidence. Requires the ability to compose and develop written correspondence in the English language following established grammatical rules.

Intelligence : Requires the ability to apply common sense understanding to carry out instructions furnished in written, oral or diagrammatic form; to deal with problems involving several concrete variables in or from standardized situations.

Verbal Aptitude : Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions.  Ability to exercise verbal tact.

Numerical Aptitude : Requires the ability to utilized mathematical formulas; to add and subtract; multiply and divide; utilize decimals and percentages.

Form / Spatial Aptitude : Requires the ability to inspect items for proper length, width, and shape.

Motor Coordination : Requires the ability to coordinate hands and eyes rapidly and accurately in using office equipment.

Manual Dexterity : Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc.  Must have minimal levels of eye / hand / foot coordination

Color Discrimination : Does not require the ability to differentiate between colors and shades of color.

Interpersonal Temperament : Requires the ability to deal with people beyond giving and receiving instructions.  Must be adaptable to performing calmly under stress and when confronted with persons who are acting under stress.  Must be able to perform multiple tasks with simultaneous demands under conditions of stress.

Physical Communications : Does not require the ability to differentiate between colors and shades of color.

Reasonable accommodations will be made in accordance with existing ADA requirements for otherwise qualified individuals with a disability.)

This job description is not intended to be and should not be construed as an all-inclusive list of all the responsibilities, skills, or working conditions associated with the position. While it is intended to accurately reflect the position activities and requirements, management reserves the right to modify, add, or remove duties and assign other duties as necessary. This job description does not constitute a written or implied contract of employment.

Salary : $31,946