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Administrative Clerk Specialist

1 month ago

Payson, United States Gila, County of Full time

The purpose of this position is to provide administrative support for both the Adult and Juvenile Probation divisions and to assist officers and administrators in the daily activities of the organization. This position fulfills administrative functions for the department in relation to data processing, accounting and communications. Duties include generating documents, data maintenance, credit card statement reconciliation and budget preparation assistance. SUPERVISORY RESPONSIBILITIES This position does not supervise other employees. ESSENTIAL DUTIES AND RESPONSIBILITIES TIME SPENT Maintains and updates client data in adult and juvenile case management systems; performs quality assurance duties and resolves any discrepancies . Prepares, modifies and proofreads court documents, reports, forms, emails, spreadsheets, meeting minutes, memorandas and newsletters; copies, scans, faxes and mails court documents, notices, and other correspondence; files court documents with the Clerk of the Superior Court and distributes to appropriate parties. 40% Reconciles invoices with credit card statements; accepts and processes Intensive Probation Supervision payments; reconciles client financial accounts with Tax Intercept Program database; troubleshoots and resolves any issues; purchases office supplies, furniture and other office materials; maintains office supply inventories. 30% Schedules departmental equipment and vehicle maintenance, generates repair orders and updates information on systems; organizes and schedules meetings and special events; conducts and participates in special projects and committees; answers, screens and transfers phone calls; opens, sorts and distributes incoming correspondence; handles requests for information and data; receives and directs visitors and clients. 20% May act as Court Clerk in specialized hearings; prepares contracts/directives for clients; records court orders; may assist in the preparation of departmental budgets; may assist in the follow-up of victim contacts and track restitution compliance on probationers; may serve as back-up dispatcher for the department. 10% Performs other duties as assigned. BUDGET RESPONSIBILITIES This position provides research support on department level budget. PROJECT RESPONSIBILITIES This position provides project coordination and project research support. ORAL COMMUNICATION DUTIES This position trains colleagues and explains County procedures or processes. WRITTEN COMMUNICATION DUTIES This position creates or edits documents, internal memos, emails, reports and formal letters. INTERACTIONS WITH THE GENERAL PUBLIC Interacts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person. INTERACTIONS SPECIFICALLY WITH CUSTOMERS Sometimes (More than 10% but less than 25% in a year) MINIMUM EDUCATION REQUIRED High School Diploma or GED. MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED Three (3) years clerical/administrative experience; or equivalent combination of education, training and experience. PROFESSIONAL CREDENTIALS REQUIRED Committee on Judicial Education and Training for the State requires 16 hours of training per year. Notary Public Commission in and for the State of Arizona and the County of Gila, preferred. Must possess and maintain a valid Arizona Drivers License. KNOWLEDGE REQUIRED Database Management; clerical; customer and personal service; mathematics and Federal, State Local Laws, Regulations and Statutes. Principles of record keeping, case files and records management; legal terminology, forms and documentation; legal processes and procedures; court processes and procedures for filing of legal documents; applicable State and Federal rules, codes and regulations; business and personal computers; business office software applications; County policies and procedures; business English, spelling, punctuation and grammatical usage. SKILLS REQUIRED Active learning; active listening; critical thinking; customer service; problem solving; time management; multi-tasking; typing and data entry. Effective communication in written and verbal forms; writing and completing accurate reports, legal documents and correspondence; assessing and prioritizing multiple tasks, projects and demands; establishing and maintaining effective working relations with co-workers, officers of the court, relevant agencies and the public. Demonstrated computer skills in working with word processing, spreadsheet and email software.Skill in typing with speed and accuracy at a net rate of 50 words per minute from printed copy. ABILITIES REQUIRED Make sense of multiple data; multi-task; maintain mental wrist-finger speed; maintain calm demeanor in stressful situations and following orders. PHYSICAL DEMANDS Occasionally stands to to present and to attend to customers. Constantly sits to complete reports and to operate computers. May be required to lift a maximum of 50 lbs. of work related materials. Constantly requires dexterity for keyboard operation. Incumbents in this position may be required to walk to and from work sites. WORK ENVIRONMENT Incumbents in this position constantly spends time in an office environment, may routinely spend time in a lobby environment. Work is performed in an office or lobby environment where the physical demands require sitting for extended periods of time; occasional lifting of file boxes; frequent use of computers and standard office equipment, may work under stress of deadlines and may encounter irate or disgruntled public. SAFETY RISK EXPOSURE Incumbents in this position may become exposed to telephone verbal abuse by customers or citizens; individuals with high level of emotional distress, physical danger, blood-borne pathogens and communicable diseases. PROTECTIVE GEAR & SAFETY MANUALS Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department. Incumbents in this position on occasion may be required to wear rubber gloves. CONSEQUENCES OF ERROR Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible. J-18808-Ljbffr