Administrative Assistant

POSITION: Administrative Assistant

DEPARTMENT: Adult Probation

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m. M-F

SALARY: $1,761.92 Biweekly

Incumbent serves as an Administrative Assistant for the Tippecanoe County Adult Probation Department, responsible for front desk management, answering telephone calls, orienting new clients, maintaining client files, scheduling appointments, providing administrative support, and generally assisting the public.

DUTIES:

Assists with preparing office for start of work day as assigned. Prepares files for clients coming in for appointments, accessing the appropriate database and printing pertinent information for Probation Officers and/or Court Services Evaluators as needed.

Answers telephone and directs clients to appropriate personnel and answers questions from the public. Schedules and maintains appointments, including entering appointments in electronic calendars.

Assists Probation Officers and/or Court Services Evaluators by maintaining files, retrieving documents from the Courts, entering data into database, communicating with other service providers, and filing documents with Courts. Assists clients by scheduling appointments, verifying compliance with Court-ordered terms, and assisting with referrals as assigned.

Performs various clerical tasks as assigned, such as processing incoming/outgoing mail and entering data into computer.

Performs related duties as assigned.

JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED.

Working knowledge of standard bookkeeping procedures and ability to perform arithmetic calculations and prepare and maintain accurate records as required.

Working knowledge of standard office policies and practices and ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Working knowledge of standard English grammar, spelling, and punctuation and ability to type with speed and accuracyand operate standard office equipment, such as computer, calculator, printer, fax machine, transcriber, typewriter, copier, and telephone.

Ability to work alone and with others in a team environment with minimum supervision.

Ability to work on several tasks at the same time and complete assignments effectively amidst frequent distractions and interruptions, often under time pressure.

Ability to effectively communicate orally and in writing with co-workers, other County departments, State judicial centers, addiction treatment centers, local business leaders, 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.

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

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

RESPONSIBILITY:

Incumbent performs standard, recurring duties with priorities determined primarily by the supervising probation officer(s) and service needs of the public. Work is periodically reviewed upon completion of specific duties for compliance with Department policies and procedures and adherence to instructions/guidelines. Errors in incumbent's work are usually prevented through procedural safeguards and standard bookkeeping checks. Undetected errors may result in loss of time for correction and/or inconvenience to other agencies and/or the public.

PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, IOCS, addiction treatment centers, vendors, judges, clients, business leaders, and the public for the purpose of exchanging information, resolving problems, making referrals to other organizations, and making work assignments.

Incumbent reports directly to the supervising Probation Officer(s) and/or Court Services Evaluators.

PHYSICAL EFFORT AND WORK ENVIORNMENT:

Incumbent performs duties in a standard office and courtroom environment involving sitting/standing for long periods, sitting/standing at will, lifting objects weighing under 25 pounds, handling/grasping objects, bending at waist, close vision, and crouching/kneeling with no prolonged, extreme physical demands associated with normal duties. Incumbent may occasionally be exposed to irate/hostile persons.