Job Title:         

Administrative Assistant I

Department: 

Probation Services

Reports To:  

Probation Services Manager

FLSA Status:  

Non-Exempt

Prepared By: 

Holly Elomina

Prepared Date: 

7/17/2019

Approved By: 

Holly Elomina  

Approved Date: 

9/5/2019



SUMMARY:

This is a mid-level administrative position with the 16th Judicial Circuit’s Pretrial Services and Misdemeanor Probation Program performing a wide variety of clerical and administrative duties. The accurate and efficient intake of criminal data and flow of information is essential, as is the ability to maintain confidentiality and handle sensitive data carefully. This position requires a high degree of professionalism and the ability to effectively communicate with the public, the judiciary, and other agencies both verbally and in writing.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

The primary responsibilities for this position include: (1) Customer Service; (2) Data Entry; (3) Case Support; and Other Duties as Assigned.

 (1) Customer Service

  • Open and close office;
  • Answer and transfer phone calls to proper staff;
  • Assist public at the front counter;
  • Check in probationers/public for mandatory appointments.

 

(2) Data Entry

·         Data entry into proper databases;

·         Copy and track documents;

·         Process paperwork from court;

·         Proofread documents for accuracy;

·         Process and distribute mail;

·         Calculate and record all completed community service hours;

·         Input and track restitution, court fees and fines, and cost of supervision payments in case; management system;

·         Complete all updates ordered by officers.

 

(3) Case Support

  • Open and close files;
  • Run NCIC/FCIC reports;
  • Process, track, and input payments into case management system;
  • Review databases for custody, supervision, and bench warrant status;
  • Prepare and complete forms, reports, orders, agreements and case files;
  • Prepare and track agreements/close out completed agreements and case files;
  • Attend court hearings and accurately record outcomes as needed;
  • Assess fees and track restitution payments/balances;
  • Prepare referral packets and reassignment orders;
  • Schedule appointments;
  • Shred documents as required;
  • Generate orders, warrants, revocations, terminations and dismissal orders;
  • Prepare letters and correspondence requested by officers;
  • Prepare restitution letters to victims.

 

(4) Other Duties as Assigned

  • Perform satisfactorily any other duties or responsibilities reasonably required by supervisors.

 


QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

Knowledge of computers; Knowledge of the Florida State Court System, Trial Court process and criminal justice system; Knowledge of the principles of public administration; Ability to communicate effectively.  Ability to research, recommend and implement improvements to court operations, programs and services; Ability to use independent judgment and discretion and maintain confidentiality of sensitive issues; Ability to prepare and present comprehensive reports; Ability to establish working relationships with judges, court personnel, clerk of court personnel, state and county officials, attorneys, local organizations and social service agencies and the general public. 

 

EDUCATION and/or EXPERIENCE  

Refers to job specific training and education that is recommended for entry into the position.  Additional relevant experience may substitute for the recommended educational level on a year-for-year basis.

 

High school diploma or GED, and six months of college or vocational school education in office skills, computer operation or a closely related field.   

 

LANGUAGE SKILLS 

Ability to read, analyze, and interpret the most complex documents.  Ability to respond effectively to the most sensitive inquiries or complaints.  Ability to write speeches and articles using original or innovative techniques or style.  Ability to make effective and persuasive speeches and presentations on controversial or complex topics to top management, public groups, and/or boards of directors.

 

MATHEMATICAL SKILLS 

Ability to work with mathematical concepts such as probability and statistical inference, and fundamentals of plane and solid geometry and trigonometry.  Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

 

REASONING ABILITY 

Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables.

 

CERTIFICATES, LICENSES, REGISTRATIONS

Florida Driver's license; Obtain and maintain NCIC/FCIC computer operator certification within thirty (30) days of hire date.

 

PHYSICAL DEMANDS  

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; and talk or hear.  The employee is occasionally required to stand; walk; reach with hands and arms; climb or balance; and stoop, kneel, crouch, or crawl.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include distance vision, color vision, and ability to adjust focus to develop visual presentations for targeted audiences.

 

WORK ENVIRONMENT  

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

 

While performing the duties of this job, the employee is occasionally exposed to outside weather conditions, extreme heat, and risk of electrical shock.  The noise level in the work environment is usually moderate.