Customer Service Assistant/Secretary

3 weeks ago

Lafayette, United States Tippecanoe County Government Full time
Job DescriptionJob Description

POSITION: Customer Service Assistant/Secretary

DEPARTMENT: Prosecuting Attorney

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

SALARY: $1,616.38 Biweekly


Incumbent serves as Customer Service Assistant/Secretary for the Prosecuting Attorney, responsible for receiving and assisting the public.


DUTIES:

Answers telephone/switchboard for criminal, and greets office visitors, determining nature of call/visit, providing information and assistance, taking/ distributing messages, or transferring/directing to appropriate individual or department.

Performs various criminal duties including preparing court prep sheets for hearings, , responding to inquiries and complaints, providing information regarding office procedures and how to apply for services, , and preparing court prep sheets for hearings.

Maintains confidentiality procedures as mandated by the State and Federal Government.

Opens, sorts and distributes incoming mail, . and researches postal tracker for returned mail.

Performs daily data entry duties including entering orders, packets, criminal data, and agreements into appropriate software, and receiving and logging police reports on computer and delivers to appropriate department personnel.

Assists other department staff as needed or assigned, including assisting with deferral program, assisting with special projects, making copies, and typing letters/correspondence.

Performs related duties as assigned.


JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED.

Basic knowledge of department and standard office policies and procedures, and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.

Working knowledge of standard English grammar, spelling, and punctuation, ability to type with speed and accuracy, and create various letters/correspondence.

Ability to properly operate a variety of standard office equipment and division software programs, including computer, printer, telephone, switchboard, copier, fax, and division software programs, including but not limited to Proslink, , calendar, Excel, and Outlook.

Ability to maintain confidentiality of department records and information as required.

Ability to effectively communicate orally and in writing with co-workers, other County departments, defendants, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ability to work rapidly for long periods, and work alone and with others in a team environment with minimum supervision.

Ability to understand and follow written and oral instructions, work on several tasks at the same time, and complete assignments effectively amidst frequent distractions and interruptions.

Ability to occasionally travel out of town for training, but not overnight.


RESPONSIBILITY:

Incumbent performs simple, repetitive duties according to general department policies and procedures, with priorities determined primarily by supervisor and service needs of the public. Incumbent's work is periodically reviewed in progress and upon completion for technical accuracy and appropriate service to the public. Errors in work are usually prevented through prior instructions from supervisor and are detected through supervisory review. Undetected errors may result in work delays in other departments/agencies and/or inconvenience to other agencies or the public.



PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, defendants, and the public for purposes of exchanging information and explaining policies and procedures.

Incumbent reports directly to Office Manager and/or Prosecutor.


PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment involving sitting for long periods, hearing communication, speaking clearly, close vision, handling/grasping/fingering objects, lifting/ carrying objects under 25 pounds, and exposure to potentially violent/hostile individuals. Incumbent occasionally travels out of town for training, but not overnight.

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