REPORTS TO: Chief Probation Officer
FLSA STATUS: Non-Exempt
CLASSIFICATION: Non-Personnel System: Serves at the discretion of the Chief Probation Officer
PAY GRADE: 110
SAFETY SENSITIVE: No
Purpose of Job
The purpose of this job is to provide administrative, secretarial, receptionist, bookkeeping and general office support to the County Probation Services Office. Provides information, processes and maintains records, issues and prepares purchase orders, prepares reports and correspondence, assists with payroll/budget functions, greets visitors, distributes mail, resolves scheduling conflicts.
Job Related Requirements
Work Schedule: Monday - Friday 8am to 4pm
May be required to work on religious holidays.
Regular and predictable attendance is required.
Must work cooperatively with others.
When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.
Minimum Training & Experience Required to Perform Essential Job Functions: High school diploma or equivalent required with two years of clerical, bookkeeping or general office related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
Requires a valid driver's license.
A vocational/Technical degree in Accounting, Secretarial Sciences or related discipline preferred.
Must obtain the GCIC Inquiry Level Operator Certification within the first six months of employment.
Essential Duties, Responsibilities:
The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned.
Coordinates, compiles, and assists in preparing annual operating and capital budgets and monitors expenditures on a daily basis.
Prepares statistical reports requiring the use of a computer.
Conducts periodic audits of various funds.
Coordinates and oversees the preparation of office payroll and processes Human Resources documents, including P.O.S.T., GCIC and other documentation.
Assists internal auditors during audit of financial matters.
Maintains miscellaneous files and indexes miscellaneous correspondence.
Resolves citizen complaints and/or questions.
Prepares deposit records and maintains all payment records.
Maintains petty cash account and makes disbursements.
Prepares case files on court calendar for forwarding to the appropriate Court, including the retrieval, review, and organization of documentation as required.
Types petitions, warrants, and other documentation to be submitted to the court and assumes responsibility for correctness of spelling, punctuation, format, and grammar.
Maintains an accurate record of case files, indicating the location of file, prosecutor assigned to case, and status of case.
Compiles and types various reports and correspondence.
Answers incoming telephone calls and directs to appropriate personnel.
Makes copies of documentation submitted by probations for filing and forwards to appropriate personnel.
Enters data from case files into computer database in the specified format displayed and compares data entered into computer with original case file to verify accuracy.
Logs court dates on case file jackets for daily assimilation of files required by the court calendar.
Obtains criminal histories utilizing the Georgia Crime Information Center computer.
Performs other related duties as required.
Knowledge, Skills and Abilities
Knowledge of Georgia law and government policies, court procedures, and activities of the office as they pertain to the performance of duties relating to the position of Administrative Secretary.
Knowledge of the terminology used within the department.
Skill in the operation of various office equipment including computers, typewriters, fax machines, and copiers.
Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to office and/or governmental regulations.
Ability to communicate effectively with supervisors and other staff members.
Ability to use independent judgment in routine and non-routine situations.
Ability to handle required calculations.
Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
Ability to plan, organize and/or prioritize daily assignments and work activities.
Ability to comprehend laws and apply regulations and procedures of the department.
Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignment.
Ability to learn and comprehend specific tasks performed on the Georgia Crime Information Center computer.
(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of machinery and equipment including computers, typewriters, calculators, printers, copiers, fax machines, dictation equipment, fingerprint boards, laminating machines and cameras. Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.
DATA CONCEPTION: Requires ability to compare and or judge readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
INTERPERSONAL COMMUNICATION: Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving assignments and/or directions to subordinates and receiving assignments/directions from supervisors.
LANGUAGE ABILITY: Requires ability to read a variety of manuals, Georgia criminal code books, accounting handbooks, budget reports, N.C.I.C., G.C.I.C. reports, Georgia P.O.S.T. agency roster, fingerprint reports, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare petty cash reports, account summary reports, office correspondence, billing statements, tax statements, statistical reports, applications reports, termination reports, radio call number reports, employee information reports, requisitions and P.O.S.T. change of status reports using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.
INTELLIGENCE: Requires the ability to learn and understand complex principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgments in the absence of management.
VERBAL APTITUDE: Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including legal, counseling, accounting, and personnel terminology.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide determine percentages interpret graphs compute discount, interest, profit and loss, ratio and proportion, etc. and perform calculations involving variables, formulas, square roots, and polynomials.
FORM/SPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.
MOTOR COORDINATION: Requires the ability to coordinate hands, fingers, and eyes accurately in using police department and office equipment such as computers, typewriters, calculators, printers, copiers, fax machine, dictation equipment, fingerprint board, laminating machine and camera. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.
MANUAL DEXTERITY: Requires the ability to handle a variety of items such as computers, typewriters, calculators, printers, copiers, fax machine, dictation equipment, fingerprint board, laminating machine and camera. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye hand foot coordination.
COLOR DISCRIMINATION: May 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 able to perform under moderate stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.