Administrative Specialist

Job Summary

The Administrative Specialist provides customer service and performs clerical and administrative support to the Juvenile Probation Department. This position requires a high degree of thoroughness and accuracy. Familiarity with legal forms and procedures is required to perform these duties. The work is performed under the supervision of the Lead Administrative Specialist, but some latitude is granted for the exercise of independent judgment and initiative. The principal duties of this class are performed in a general office environment.

Key Responsibilities

• Customer Service:

• Answers incoming calls and greets walk-ins
• Refers youth and families to probation officers
• Determines family needs through interviewing and communication exchange

• Administrative and Clerical Support:

• Provides clerical support to department staff by setting appointments and taking messages
• Prepares, distributes department mail
• Transcribes recordings into reports for probation officers
• Types reports accurately and timely
• Edits and formats reports for probation officers
• E-files documents
• Verifies Juvenile Probation calendar to the iCourt calendars as assigned

• Financial and Payments:

• Takes payments from youth and families
• Manages daily petty cash
• Reconciles payments in iCourt and the case management system

• Data Entry and Database Updates:

• Enters petitions, diversions, and probation violation case information
• Scans case-related documents to the Case Management System
• Records drug test results and assists probation officers in managing referrals to outside agencies

• Other Duties:

• Performs all work duties and activities following county policies, procedures and safety practices
• Other duties as assigned

Qualifications

Skills and Abilities:

• Legal terminology and legal forms, methods and procedures
• Basic bookkeeping skills
• Court procedures and practices
• Office equipment, practices and procedures
• English grammar and punctuation
• Department policies and operations as applied to the work performed
• Work cooperatively and constructively with fellow workers and members of the public to provide the highest level of customer service
• Follow oral and written instructions
• Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks promptly
• Type a minimum of 50 wpm

Special Qualifications

• Successfully complete a background investigation
• Ability to become a Notary Public

Education and Experience

• High school diploma or GED equivalency
• One to three years of experience in relevant roles or industries

Essential Physical Abilities

• Clear speech with or without an accommodation, to effectively convey detailed or important instructions or ideas accurately, loudly and/or quickly
• Sufficient clarity of hearing with or without reasonable accommodation to enable the employee to hear average or normal conversations and receive ordinary information
• Visual acuity, with or without an accommodation, to read instructions, review and organize documents
• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks 
• Ability to lift to 50lbs

Disclaimer:

To perform this job successfully, an individual must be able to perform the primary job responsibilities satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice.

Canyon County is an Equal Opportunity Employer. Employment decisions related to recruitment and selection are made without regard to race, color, religion, sex, national origin, age, disability or genetics.