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Administrative Specialist

Juvenile Probation | Caldwell, ID | Full Time

Job Description

The starting hourly rate is $15.55.  The position will remain open until filled.    

General Statement of Duties

Performs customer service, secretarial and administrative support work involving some knowledge of legal procedures, principles, terminology, and forms; performs related work as required.  

Classification Summary

The principal function of an employee in this class is to provide customer service and perform secretarial and administrative support work for the Juvenile Probation Department and officers, which requires a high degree of thoroughness and accuracy.  This position may work in Probation or Parole, with different duties assigned to each job, but with comparable skills and qualifications required.   Familiarity with legal forms and procedures is required in performing 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.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities (Will vary by job assignment)

  • Prepares, edits, processes and distributes a variety of legal documents;
  • Transcribes, prepares and edits reports for Probation Officers;
  • Performs general clerical and secretarial support duties for Probation Officers;
  • Performs data entry to log new petitions, urinalysis reports and other data;
  • Creates and updates master case files;
  • Processes record checks; provides criminal history information;
  • Attends staff meetings, prepares and distributes minutes;
  • Ensures legal documents and forms are available for use;
  • Provides customer service to clients entering office or calling on the phone;
  • Assists with collecting all types of payments;
  • Assists with office equipment operation and minor maintenance;
  • Performs all work duties and activities in accordance with County policies, procedures, and safety practices;
  • Schedules county vehicle use;
  • Assists keeping case records updated;
  • Scans records into database;
  • Notifies court personnel and other parties of offenders in detention scheduled for court.

Other Duties and Responsibilities

  • Assists with court calendars and scheduling in absence of Lead Administrative Specialist;
  • Performs other related duties as required.

Knowledge, Skills and Abilities

Knowledge of:

  • Legal terminology and legal forms, methods, and procedures;
  • Court procedures and practices;
  • Current office equipment, practices and procedures;
  • Departmental programs, policies, and operations as applied to the work performed;
  • Current office filing systems and procedures;
  • Operation of standard office equipment including a personal computer and job-related software applications;
  • English grammar and punctuation;
  • General office practices and procedures, including basic bookkeeping and accounting procedures;
  • Customer service methods, procedures, and objective.

Ability to:

  • Work cooperatively and constructively with fellow workers and members of the public to provide public service of the highest quality and quantity;
  • Follow oral and written instructions;
  • Type accurately and quickly to prepare documents and correspondence in a timely fashion;
  • Operate standard office equipment, transcriber, and a personal computer using program applications appropriate to assigned duties;
  • Communicate effectively, verbally and in writing;
  • Maintain a professional demeanor during stressful situations;
  • Compile reports from a wide variety of sources and transmit data;
  • Establish and maintain effective working relationships with supervisors, the public, and other County employees;
  • Respond to citizen requests in a courteous and effective manner;
  • Understand and follow oral and/or written policies, procedures, and instructions;
  • Perform multiple tasks simultaneously, including handling interruptions, and return to and complete tasks in a timely manner;
  • Make sound and reasonable decisions in accordance with laws, ordinances, regulations, and established procedures;
  • Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
  • Demonstrate integrity, ingenuity, and inventiveness in the performance of assigned tasks.

Acceptable Experience and Training

  • High school diploma or GED equivalency required;
  • Up to One (1) year experience  with office procedures preferred;
  • Bi-lingual (Spanish and English) preferred; or
  • Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work;
  • Must successfully complete a background investigation through the National Crime Information Center (NCIC).

Essential Physical Abilities

  • Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person;
  • Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review, evaluate, and prepare a variety of written/typed documents and text materials;   
  • Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate standard office equipment and a personal computer;
  • Sufficient personal mobility, flexibility, agility, and physical reflexes, with or without reasonable accommodation, which permits the employee to lift up to 20 pounds, to sit and work at a keyboard for an extended period of time, and work in an office environment.

EOE Statement

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.