Probation and Community Corrections Administrative Aide

Job Description

Under the supervision of the Deputy Director of Probation & Community Corrections, provides administrative and case management support for Probation and Community Corrections. Performs a variety of clerical tasks and is responsible for issuing, maintaining, and processing documents pertaining to court events in compliance with the Michigan Court Rules. Provides reception, production word processing, case file, and data management services. Composes correspondence, drafts reports, and collects and compiles information from a variety of sources.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Provides administrative support for the department, including operating a multi-line phone and preparing the office for daily operations.
• Provides exemplary customer service assistance to the public, court employees, and other county staff, including processing requests from the public for court records and information.
• Assists offenders and probationers by providing instructions and assistance in completing pre-sentence investigation, NEEDS, domestic violence inventory, intake questionnaires, probation reporting forms, community service, and other forms and documents.
• Schedules defendant's pre-sentence interviews, sentence dates, and prepares forms for District Court Probation and Community Corrections personnel.
• Searches Law Enforcement Information Network (LEIN) to generate reports of criminal histories of defendants for use by probation officers in developing bond and sentencing recommendations.
• Maintains probation case files by opening the file, preparing the file for scheduled hearings, sentencings and violations and closes files for probationers discharged from probation.
• Operates the image scanning and indexing system to scan documents into a database.
• Inputs data into the Northpointe system and various other computer systems.
• Prepares and processes outgoing mail and receives and distributes incoming mail.
• Helps support an equitable, safe, diverse, and inclusive workplace.
• Performs other duties as assigned.

Required Education, Training and Experience

High school diploma or GED combined with some post-secondary training in court administration, business information systems, legal secretarial or other relevant field, and two years of progressively responsible experience in a legal practice or court administrative office position requiring extensive public contact and fast, accurate keyboarding skills; or an equivalent combination of education, training, and experience.

Additional Requirements and Information

REQUIRED KNOWLEDGE AND SKILLS:

• Basic working knowledge of the Michigan Code of Criminal Procedure, Michigan Court Rules and Michigan Department of Corrections policies and procedures.
• Basic working knowledge of Michigan PA 511 and Office of Community Corrections policies, practices, rules, and regulations. Basic knowledge of court administrative procedures and practices.
• Accurate mathematical skills.
• Working knowledge of privacy requirements related to court records.
• Working knowledge of the principles and practices of probation and case management.
• Computer literacy and knowledge of word processing, spreadsheet, document imaging and database management applications. Fast and accurate keyboarding skills.
• LEIN user knowledge.
• Ability to interact positively and professionally with judges, attorneys, prosecutors, law enforcement officers, employees, community and business representatives, plaintiffs, defendants, other parties to litigation and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.

NOTE: Ability to communicate in Spanish, Lao, Cambodian, or other language spoken by ethnic groups residing in the county strongly preferred.

LICENSES AND CERTIFICATIONS:

Must become LEIN certified within six months of the date of hire and maintain certification.

PHYSICAL REQUIREMENTS:

Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

WORKING CONDITIONS:

Work is generally performed in a normal office environment.

Job Description

Under the supervision of the Deputy Director of Probation & Community Corrections, provides administrative and case management support for Probation and Community Corrections. Performs a variety of clerical tasks and is responsible for issuing, maintaining, and processing documents pertaining to court events in compliance with the Michigan Court Rules. Provides reception, production word processing, case file, and data management services. Composes correspondence, drafts reports, and collects and compiles information from a variety of sources.

Essential Job Functions

The essential functions of this position include, but are not limited to, the following:

• Provides administrative support for the department, including operating a multi-line phone and preparing the office for daily operations.
• Provides exemplary customer service assistance to the public, court employees, and other county staff, including processing requests from the public for court records and information.
• Assists offenders and probationers by providing instructions and assistance in completing pre-sentence investigation, NEEDS, domestic violence inventory, intake questionnaires, probation reporting forms, community service, and other forms and documents.
• Schedules defendant's pre-sentence interviews, sentence dates, and prepares forms for District Court Probation and Community Corrections personnel.
• Searches Law Enforcement Information Network (LEIN) to generate reports of criminal histories of defendants for use by probation officers in developing bond and sentencing recommendations.
• Maintains probation case files by opening the file, preparing the file for scheduled hearings, sentencings and violations and closes files for probationers discharged from probation.
• Operates the image scanning and indexing system to scan documents into a database.
• Inputs data into the Northpointe system and various other computer systems.
• Prepares and processes outgoing mail and receives and distributes incoming mail.
• Helps support an equitable, safe, diverse, and inclusive workplace.
• Performs other duties as assigned.

Required Education, Training and Experience

High school diploma or GED combined with some post-secondary training in court administration, business information systems, legal secretarial or other relevant field, and two years of progressively responsible experience in a legal practice or court administrative office position requiring extensive public contact and fast, accurate keyboarding skills; or an equivalent combination of education, training, and experience.

Additional Requirements and Information

REQUIRED KNOWLEDGE AND SKILLS:

• Basic working knowledge of the Michigan Code of Criminal Procedure, Michigan Court Rules and Michigan Department of Corrections policies and procedures.
• Basic working knowledge of Michigan PA 511 and Office of Community Corrections policies, practices, rules, and regulations. Basic knowledge of court administrative procedures and practices.
• Accurate mathematical skills.
• Working knowledge of privacy requirements related to court records.
• Working knowledge of the principles and practices of probation and case management.
• Computer literacy and knowledge of word processing, spreadsheet, document imaging and database management applications. Fast and accurate keyboarding skills.
• LEIN user knowledge.
• Ability to interact positively and professionally with judges, attorneys, prosecutors, law enforcement officers, employees, community and business representatives, plaintiffs, defendants, other parties to litigation and members of the general public with widely divergent socio-economic and cultural backgrounds and varying levels of communication skills.

NOTE: Ability to communicate in Spanish, Lao, Cambodian, or other language spoken by ethnic groups residing in the county strongly preferred.

LICENSES AND CERTIFICATIONS:

Must become LEIN certified within six months of the date of hire and maintain certification.

PHYSICAL REQUIREMENTS:

Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.

WORKING CONDITIONS:

Work is generally performed in a normal office environment.

This position is benefited and is in the District Court-Ottawa County Employees Association bargaining unit.

Ottawa County offers a wide range of benefits to support you in your career. View the Benefits Summary for more information.

The current District Court-Ottawa County Employees Association collective bargaining agreement can be viewed here. Click here for the pay scale.

**Part-time benefitted positions will recieve prorated benefits.