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SalaryYour application is the primary tool we use to evaluate your qualifications for the posted position. Be sure to accurately and completely fill out the application in its entirety. You may attach a resume, but you are not required to do so. Be sure to save your application when you have completed the process and click on the submit button to send the application to us. If you are applying for more than one position with the County, you will need to complete and submit a separate application for each of the positions for which you wish to apply. You will receive an e-mail notification that your application has been received. Due to the large number of applications the County receives on a daily basis, no other communication will be made until such time that the Department makes a decision on which applicants they wish to interview.
Thank you and good luck with your job search!
Allen County
Job Description
OFFICE MANAGER
Department: ACJC – Juvenile Probation - Operations FLSA Status: Non-exempt
Classification/Level: OSS - IV Date: 5/2022
Under the direction of the Team Leader, the Office Manager is responsible for providing clerical support to the Juvenile Probation – Field Services Unit, including, but not limited to, managing office supplies and equipment, record keeping and interacting with juvenile probationers and their families. This position is Covered under the Superior Court Employee Handbook. This is an employee-at-will position.
ESSENTIAL FUNCTIONS:
- Answers the telephone and greets clients and their families.
- Monitors lobby and supervise juveniles and their families as they wait for probation appointments by maintaining order and addressing issues as necessary.
- Assists probation officers in coordinating their schedules with client appointments, court hearings, and other obligations.
- Composes and/or proofreads court reports, contact notes, letters, e-mails, and other correspondence.
- Maintains attendance and training records for probation officers.
- Maintains constant contact with schools and counseling agencies to check on juveniles’ grades, attendance, behavior, compliance, etc.
- Updates files and records in the Quest system to reflect changes in status and/or personal history and shreds outdated confidential information.
- Enters drug screen information into Quest.
- Compiles information for monthly statistical reports.
- Manages office supplies and submits orders as needed. Manages office equipment and notifies supervisor if maintenance is needed.
- Supports probation officers with crisis intervention matters when confronted with volatile family and juvenile delinquency situations.
- Assists probation officers with the collection of urine samples and the supervision of juveniles doing community service work at the office.
- Assists with training other Department support staff.
- Performs transcribing duties as needed.
- Performs all other duties as assigned, including over time as required.
- High School Diploma or GED equivalent and one year clerical and/or customer service experience
- Ability to be Cardiopulmonary Resuscitation (CPR) and First Aid certified
- Ability to obtain Indiana Database and Communications Systems (IDACS) Certification
- Strong computer skills with the ability to use Microsoft Office and other job related software
- Strong verbal and written communication skills
- Ability to type at least 40 WPM
- Ability to work efficiently under pressure
- Strong team working skills
- Ability to maintain strict confidentiality of all department information and records
- Ability to effectively complete duties amidst frequent distractions, interruptions, and pressure from formal deadlines and high-volume operations.
The Office Manager performs work that is moderately complex when composing and/or proofreading court reports, contact notes, letters, e-mails, and other correspondence. Understanding is required to assist probation officers in coordinating their schedules with client appointments, court hearings, and other obligations.
RESPONSIBILITY:
The Office Manager makes choices and takes action when monitoring the lobby and supervising juveniles and their families. Errors are revealed through adverse effects on subsequent operations and work is reviewed upon conclusion.
PERSONAL WORK RELATIONSHIPS:
The Office Manager maintains frequent contact with other County employees, law enforcement agencies and the public when performing clerical duties for the Operations Division of Juvenile Probation.
WORKING CONDITIONS:
The Office Manager works in a standard office setting with frequent sitting and the ability to move about freely. Some lifting of up to forty pounds, monitoring equipment and proofreading exists and frequent bending and reaching overhead is required. Very frequent typing, attention to detail and detailed inspection exists. The Office Manager works in close proximity to youth and their families, who may be potentially violent and/or aggressive.
SUPERVISION:
None
LICENSING:
Ability to be Cardiopulmonary Resuscitation (CPR) and First Aid certified
Ability to obtain Indiana Database and Communications Systems (IDACS) Certification
IMMEDIATE SUPERVISOR:
Team Leader
HOURS:
Monday – Friday; 8:00 am – 4:30 pm; 37.5 hours/week
EEO CATEGORY:
0106
WORKERS’S COMP CODE:
8820
I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described.
Employee Signature: ____________________________________________ Date: ____________________
Supervisor Signature: ____________________________________________ Date: ____________________
We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.
