Address
Form of work
SalaryAdult Probation: Office Manager
Salary
$22.05
Job Type
Full-time
Benefits
Vigo County offers to full-time employees competitive benefit plans. These include Medical, Dental, Vision, Retirement, paid holidays, Flexible Spending Account Plans, 457 Plans, Life Insurance , and others.
Description
Incumbent serves as Office Manager for Vigo County Courts, Adult Probation Division, responsible for providing assistance to department personnel, accurately maintaining probation records, and assisting the public.
Examples of Duties
- Answers telephone and greets office visitors, providing information and assistance, explaining policies and procedures, taking messages or directing/transferring to appropriate individual or department.
- Checks in Probationers and notifies appropriate Probation Officer of arrival. Schedules appointments in absence of Probation Officer.
- Makes and provides copies of forms/templates used by Probation Officers, and prepares files with required templates for each individual placed on Probation, for pre-sentence reports.
- Photographs new participant and provides Probation Officer with print for client file.
- Receives and documents monies from Probationers, applies to probation fees, and notifies Probation Officer of payment received.
- Completes and types Probationers paperwork as requested.
- Proofreads pre/post-sentence report drafts for Probation Officers and provides necessary documents needed as attachments, including providing copies of paperwork/reports to Courts for filing and return as required.
- Retrieves current total of active Probationers for each Probation Officer for balancing caseloads as required, including printing monthly reports of listings and distributing to appropriate departments or agencies.
- Maintains inventory supplies, ordering as needed, and maintaining office equipment. Provides Probation Officer schedules for working alternating nights/shifts.
- Maintains employee files, including keeping current list of employee names, addresses, and contact numbers, and tracking attendance, vacations, personal and sick days. Maintains files and filing system.
- Performs related duties as assigned.
Typical Qualifications
- High school diploma or GED.
- Ability to meet all employer and department hiring requirements, including passage of a drug test.
- Working knowledge of standard office and probation policies, procedures, related terminology, and computer programs used by the department, 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 accurately prepare various forms/templates, and documents.
- Knowledge of basic filing systems and ability to create and maintain accurate and complete department files and records.
- Ability to type with speed and accuracy and properly operate a variety of standard office equipment, including computer, calculator, fax machine, copier, and telephone.
- Ability to effectively communicate orally and in writing with co-workers, other County departments, other Courts, Probationers, 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 and oral instructions, and present findings in oral or written form.
- Ability to compile, collate, or classify data.
- Ability to work alone with minimum supervision and with others in a team environment.
- Ability to work on several tasks at the same time and work rapidly for long periods, often under time pressure.
- Ability to occasionally apply knowledge of people and/or locations, and plan and layout assigned work projects.
- Ability to occasionally work evening hours.
Supplemental Information
Incumbent performs duties according to a flexible, customary routine. Assignments are guided by definite objectives using a variety of methods or procedures. On rare occasions, decisions are made in the absence of specific policies and procedures, and/or guidance from supervisor. Errors in incumbent's work are usually prevented through procedural safeguards. Undetected errors may result in work delays in other departments/agencies.
Incumbent maintains frequent contact with co-workers, other County departments, other Courts, Probationers, and the public for the purpose of exchanging information, and explaining policies and procedures.
Incumbent reports directly to Chief Adult Probation Officer.
Incumbent performs duties in a standard office environment, involving sitting/walking at will, sitting for long periods, lifting/carrying objects weighing less than 25 pounds, keyboarding, close vision, speaking clearly, and hearing sounds/communication. Incumbent occasionally works evening hours.
Vigo County is an Equal Opportunity Employer.
