Experience Inc. Jobs

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JOB SUMMARY:

Performs administrative and clerical tasks; serves as a receptionist answering calls, opens and maintains files, scheduling, talking with the public and does related work as required.

DISTINGUISHING FEATURES OF THE CLASS:

The administrative work of this class is performed in accordance with a prescribed routine. This position performs administrative duties with increasing levels of skill and initiative.

ESSENTIAL DUTIES:

• Point of initial contact for incoming calls to the Probation Department. Responsible for fielding calls and routing them to the appropriate channels in a timely manner.
• Point of contact for people contacting the department in person. Responsible for making the initial greeting with the person and routing them to the appropriate person within the department.

Clerical Duties:

This includes typing case specific forms provided by the Probation Officer and mailing them out to all pertinent parties which may include the Offender, the Offenders Attorney, the District Attorney's Office, the Victim Witness Coordinator, etc.

Mailing and distributing mail to the various departments within the Courthouse which includes walking to the departments throughout to deliver the mail.

Assisting in processing offenders by taking offender pictures and creating offender identification cards using the appropriate software program.

Data Entry:

This includes becoming familiar with different data entry measures mostly in Excel format and entering outcomes from court and other information into the different Excel data sheets as you are provided the information.

Familiarizing yourself with the Adult and Juvenile Case Management Systems and entering information into said systems as you are provided the information.

Filing:

Organizing and maintaining adult and juvenile offender files within the department.

Paper filing on a regular basis in offender specific files.

Work Cohesively in a Team Environment:

The Administrative Assistant I is complimented by the Administrative II and the Community Service Coordinator and must be able to work as a team in this setting.

PHYSICAL AND MENTAL REQUIREMENTS:

Must have the ability to record, convey, and present information, explain procedures, and follow instructions;

Must be able to sit for long periods of time with frequent periods of standing, walking, and occasional twisting, reaching, pulling, and pushing required for obtaining files, doing inspections or other job duties;

Dexterity requirements range from simple to complex movements of fingers/hands, legs/feet, or torso to carry out job duties;

Sedentary work with occasional lifting, 15-20 pounds;

Ability to handle confidential information discreetly

Must be able to pay close attention to detail and concentrate on work.

MINIMUM EXPERIENCE and TRAINING:

Some knowledge of office terminology, procedures and equipment, and of business arithmetic and English; knowledge of word processing and database software; ability to learn new computer programs; ability to understand and follow oral and written directions; ability to multi-task; ability to get along well with others; ability to write legibly; clerical aptitude; accuracy; mental alertness; tact and courtesy. The Administrative Assistant must be both willing and able to keep client information completely confidential.

Completion of a high school diploma or GED certificate, including or supplemented by courses in office technology; or any equivalent combination of experience and training which provides the required knowledge, skills and abilities.