JOB DESCRIPTION
Clermont County is an Equal Opportunity Employer
Department: Common Pleas Adult Probation
Type of Appointment: Full-time Permanent
Classification Status: Classified
Working Title: Department Assistant/Records Manager
Location: 270 E. Main Street Batavia, OH
Designation/Exemption: Nonexempt
Work Schedule: Monday-Friday/8:00 AM - 4:30 PM
Salary: $40,398.38/Annual ($19.4223/hour)
Applicants must meet the minimum requirements listed below. Conditions and procedures for selection shall be set by the Clermont County Common Pleas Court. Certain positions require pre-placement investigations and/or periodic exams which may include drug/alcohol screening.
JOB SUMMARY
Under the direct supervision of the Operations Managers and general supervision of the Director and Deputy Director, the Department Assistant/Records Manager is responsible for administrative and office management duties as well as provide support for the Records Managers and the Probation Officers. The position is located in the Clermont County Common Pleas Adult Probation Department at the Common Pleas Courthouse.
The Department Assistant/Records Manager must develop and maintain an expert knowledge of and ability to perform all front office procedures, and all administrative duties. The Department Assistant/Records Manager fills in when necessary and carries out daily job assignments as delegated by the Director, Deputy Director and Operations Manager. Work is performed within an area shared by other staff members, in full view of clients and the public in the probation lobby and under the observation of security cameras. In addition, this position is subject to a 6 month probationary period.
SPECIALIZED SKILLS AND KNOWLEDGE
- Willing to assist others, contribute to the mission of the department and work toward common goals.
- Provides up to date, accurate, and timely record management and data entry.
- Ability to coordinate multiple activities utilizing organizational and time management skills.
- Ability to exercise initiative in handling problems encountered while performing assigned duties; ability to perform under stress when confronted with emergency, critical, unusual, or dangerous situations.
- Ability to maintain good public relations on all levels as a representative of the Court; unquestioned integrity; maturity of judgment and tact.
- Ability to take charge of trouble-shooting to bring computer system back online during an emergency and to determine when to obtain ISD support.
- Ability to maintain confidentiality of confidential and sensitive information.
- Proficient writing and communication skills.
- Ability to establish and maintain effective working relationships with associates and other Court employees and outside agencies/departments.
- Knowledge of general office practices/procedures.
- Knowledge and skill in operating and maintaining software programs including Microsoft Office 365 and other in-house data base programs.
- Knowledge of departmental policies regarding coordination of leave/training requests.
- Will attend training as scheduled and participate in special programs/projects as needed.
MAJOR RESPONSIBILITIES
ADMINISTRATIVE SECRETARIAL/PROBATION OFFICE SUPPORT:
o Performs all related secretarial duties
o Will obtain and maintain an active Notary Public commission
o Performs other duties as assigned under the direction of the Director, Deputy Director or Operations Manager
OFFICE MANAGEMENT:
o Orders departmental supplies as needed including drug testing supplies, office supplies and equipment
o Researches and recommends new product options for equipment and supplies
o Coordinates maintenance services on office equipment and county vehicles
o Conducts annual inventory of departmental equipment not inventoried by ISD
o Answers questions/directs staff in routine office inquiries
o Covers front office duties when Records Managers are absent (See Records Management, Front Office, and Miscellaneous Responsibilities below.)
o Maintains inventory of keys
o Participates in Court-sponsored training opportunities and activities
ACCOUNT MANAGING:
o Submits invoicing for payment under the direction of the Director, Deputy Director or Operations Manager
o Requests purchase order requisitions under the direction of the Director, Deputy Director or Operations Manager
RECORDS MANAGEMENT:
o Files papers from all probation officers, judges, managers, etc. in the appropriate order into the correct master file by name and case number.
o Readies probation files for court dockets two-three business days prior to court hearing which includes notarizing affidavits, making appropriate number of copies of documents, distributing documents and organizing files.
o Delivers probation files to the proper court and collects probation files from the court. Requires light lifting and the use of stairs or elevator.
o Files affidavits, detainers, terminations, dismissals, and bench warrants with the Clerk of Courts.
o Re-files all master files into the appropriate place, alphabetically.
o After record is sealed or expunged and entry filed, places sealed or expunged record in envelope, gives the envelope to the Director.
o Prepares and scans master probation files and Intensive Supervision Files and readies files to be destroyed.
FRONT OFFICE:
TELEPHONE:
o Answers all incoming telephone calls and forwards calls to the appropriate staff member or provides limited information to the caller. Requires problem-solving skills to determine what the caller needs and how to provide an appropriate answer.
o Communicates with other offices including Clerks, Judges, Assignment, Public Defender, Prosecutor, Bailiffs, etc.
CUSTOMER:
o Greets anyone who comes to the window and assists them or directs them to the proper officer or department
o Provides instructions to individuals in the lobby regarding procedure.
o Communicates between the clients in the lobby and the officers as needed.
MISCELLANEOUS RESPONSIBLITIES:
o Consults with probation officers regarding reports and paperwork from Court.
o Receives documentation from court and teams with a Supervisor to process the paperwork.
o Distributes incoming mail to internal mailboxes and processes outgoing mail using the courthouse postage machine.
o Reviews bi-weekly Grand Jury Report and notifies appropriate court staff of active probation cases.
o Performs other related duties and assignments as required or assigned by the Operations Manager, Director, or Deputy Director.
EDUCATION AND EXPERIENCE REQUIRED
At minimum, a high school diploma is required. Prior office administration and data entry experience is preferred.
PHYSICAL AND SENSORY REQUIREMENTS
- Must be able to sit or stand for extended periods of time throughout the day.
- Must be able to cope with the mental and emotional challenges of the position.
- Must possess sight/hearing senses or use prosthetics that will enable these senses to function adequately so that the requirements of the position can be fully met.
EQUIPMENT AND MACHINERY USED
The Department Assistant will use a computer network station (including Microsoft 365 & JWorks), facsimile machine, copier, scanner, and calculator. Additionally, the Department Assistant will serve as a primary trainer to office staff regarding office equipment, software, and machinery. Position work includes the operation of a motor vehicle provided by the Court of Common Pleas Adult Probation Department.
