SECRETARY-JUVENILE PROBATION

Position Summary

POSITION SUMMARY:
The Administrative Assistant/Secretary provides administrative assistance and secretarial duties for the Juvenile Probation and Detention Departments. This position ensures that all office functions are preformed efficiently and in a professional and timely manner to maintain office continuity. Routes phone calls, assists the public, preparing and processing special assessment notices and other letters or memos; tracking projects; preparing agendas; scheduling meetings; providing daily assistance to the Director and Assistant Director.

Essential Functions

ESSENTIAL JOB FUNCTIONS:

• Provides support to detention/probation departments by performing a variety of responsible administrative support functions
• Maintain or create data/logs/statistics and conduct data review or reconciliation
• Data entry
• Types court papers and other departmental documents/reports
• Maintains records, documents and assists in monitoring awarded grants and contracts. Prepares reports to grant-funding agencies or for departmental use
• Answer telephones and direct calls to appropriate Staff/department. Provides general information to members of the public and outside agencies
• Filing as needed
• Sends appointment letters to clients and their families
• Maintain general files, equipment list(s), and staff list. Expungement and archiving of outdated files
• Notarize documents
• Order office supplies and manage inventory
• Open, sort, and respond to incoming correspondence, including post, and facsimiles and email
• Regular attendance and timeliness are required

Minimum Requirements

EDUCATION:
Required:

• High School Diploma or GED
• Ability to become a Notary

• General knowledge of basic hardware and software and uses of a variety of different computer operating systems such as Microsoft Office Work, Excel, Outlook
• Must be able to research and report statistical data
• Possess excellent communication skills in expressing oneself clearly and concisely, both orally and in writing
• Exceptional skill in establishing and maintaining effective working relationships with County employees and the general public
• Keen attention to detail; careful and accurate data entry
• General skill in operating standard office equipment such as personal computers, calculators, and telephones
• Ability to accurately sort, file, and retrieve material using alphabetical, numerical, or chronological systems

• Work is performed mostly indoors in a 24-hour/7-day confined, security facility
• Climate controlled facility
• Indirect contact with high-risk juvenile offenders and families

• Repetitive hand motions
• Ability to lift and carry up to 50 pounds
• Frequent sitting, some standing, and occasional walking
• Must be able to pass a pre-employment physical and drug screen

Supplemental Information

HOURS / SPECIAL CONDITIONS: Regular schedule is Monday to Friday 8:00 a.m. to 5:00 p.m. This position may be required to work a flexible schedule based on the needs of the facility.

McLennan County will conduct background checks on new hires that will include a criminal background check related to convictions and deferred adjudications in the past seven years and may include credit reports, motor vehicle records, employment records, and educational attainment. A conviction or deferred adjudication is not an automatic bar to employment. Each case is considered individually.