Community Corrections Administrative Assistant

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. White County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless the accommodation would present an undue hardship.

Incumbent serves as Administrative Assistant for White County Community Corrections, responsible for providing administrative support to Community Corrections personnel.

DUTIES:

Answers telephone switchboard and greets office visitors, including providing information and assistance, checking in offenders, responding to inquiries, and/or directing callers to appropriate individuals or departments.

Enters financial assessment information to client financial accounts, including positive and negative assessments.

Performs office opening and closing procedures, including ensuring that call-forwarding is turn off at start of day, recording and forwarding outgoing message at end of day, ensuring routine maintenance and upgrades are performed on switchboard software and hardware.

Performs various clerical duties, including data entry, sorting and distributing mail, and working on special projects such as assisting with grants and statistical reports.

Responds appropriately and in timely manner to phone calls, messages and other contacts regarding offenders when appropriate as directed by Case Manager or Field Surveillance Officer.

Assists with conducting initial meetings with offenders reporting from courtroom, incarceration, or other jurisdictions. Assists with determining initial Case Manager or Field Surveillance Officer assignments and schedules initial appointments for offenders Maintains offenders tracking spreadsheets.

Assists with creating and opening community corrections case records in case management system (SRS) databases. Performs data entry, including demographic, statistical, and case disposition information, maintains and updates case records, and prepares and e-files documents and reports as required.

Compiles daily notification of offender arrests, securing law enforcement reports and forwarding to Case Managers or field Surveillance Officers by deadline as required.

Retrieves and files Department records and information and assists Case Managers and Field Surveillance Officers, attorneys, jail personnel, court reporters, judges, and other personnel with locating and processing information and records as requested.

Compiles class rosters of offenders for various educational classes.

Prepares schedules and calendars for Officers. Reviews and updates forms and paperwork.

Prepares drug screen forms for offenders. Assesses fees for each drug screen conducted.

Collects user fees, prints receipts, writes and mails restitution checks, and makes bank deposits.

Assists in maintaining Community Assistance information for offenders.

Attends support staff meetings and meets with Director as needed.

Performs other duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or HSE.

Must be at least 18 years of age.

Ability to meet all employer and department hiring requirements, including passage of a drug test.

Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare detailed written reports within established deadlines.

Working knowledge of standard office policies and procedures with computer skills, including word processing, spreadsheet, presentation, email, internet, and Department-specific software systems, and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Knowledge of standard policies and practices of White County legal process and Community Corrections system.

Knowledge of basic filing systems and ability to create and maintain accurate and complete Department files and records.

Knowledge of and ability to perform grant administration with ability to meet grant requirements, including collecting data and compiling reports.

Ability to perform essential functions of the position without posing a direct threat to the health and safety of self and other individuals in the workplace.

Ability to speak clearly and distinctly, hear and be heard and understand when communicating in person, by internet, by cellular device, or by telephone.

Ability to effectively communicate orally and in writing with co-workers, other County departments, attorneys, jail personnel, court reporters, judges, offenders, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to provide public access to or maintain confidentiality of Department information and records according to state requirements.

Shall comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with hostile/violent individuals.

Ability to understand, memorize, retain, and carry out oral and written directives and present findings in oral or written form.

Ability to properly operate standard office equipment such as computer, scanner, switchboard, telephone, calculator, copier, fax machine, and document shredder.

Ability to organize, demonstrate effective time management skills, and adapt to change in order to support organizational development growth and progress.

Ability to work alone with minimum supervision and with others in a team environment, work on several tasks at the same time and work rapidly for long periods, often under time pressure.

Ability to occasionally work extended, weekends, and/or evening hours and occasionally travel out of town for training and conferences, sometimes overnight.

II. RESPONSIBILITY:

Incumbent’s assignments are guided by broad policies and/or general objectives with incumbent referring to supervisor when interpretations of policies or procedures are thought necessary. Periodically, decisions are made in the absence of specific policies, and/or guidance from supervisor. Errors in work are primarily detected or prevented through standard bookkeeping checks. Undetected errors could result in loss of money to Department, other agencies, or the public.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, attorneys, jail personnel, court reporters, judges, offenders, and the public for the purpose of, exchanging information and rendering service.

Incumbent reports directly to Director.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting/standing/walking for long periods, lifting/carrying objects weighing less than 25 pounds, bending, reaching, crouching/kneeling, close/far vision, grasping/fingering objects, keyboarding, handling speaking clearly, and hearing sounds/communication. Incumbent may be exposed to irate/difficult individuals and safety precautions must be used at all times to prevent injury to self or others.

Incumbent is occasionally required to work extended, weekends, and/or evening hours and occasionally travel out of town for training and conferences, sometimes overnight.

Job Type: Full-time

Pay: $19.94 per hour

Expected hours: 35 per week

Benefits:

• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Day shift
• Monday to Friday

Education:

• High school or equivalent (Required)

Work Location: In person

Salary : $20