Probation Services Administrative Assistant

2 weeks ago


Payson, Arizona, United States Gila, County of (AZ) Full time

Position Overview

The role of the Administrative Support Specialist is to deliver essential clerical assistance to both the Adult and Juvenile Probation divisions, aiding officers and administrators in their daily operations. This position encompasses a variety of administrative responsibilities related to data management, financial documentation, and effective communication.

Key Responsibilities

1. Data Management and Document Preparation (40%)
Maintain and update client information within case management systems for both adult and juvenile sectors. Conduct quality assurance checks to rectify discrepancies. Prepare, edit, and proofread legal documents, reports, and correspondence. Ensure timely filing of court documents with the appropriate authorities.

2. Financial Reconciliation (30%)
Manage the reconciliation of invoices against credit card statements. Process payments related to Intensive Probation Supervision and maintain accurate financial records. Oversee the procurement of office supplies and manage inventory levels.

3. Administrative Coordination (20%)
Schedule maintenance for departmental equipment and vehicles, generate repair orders, and maintain records. Organize meetings and special events, while also providing support for various projects and committees. Handle incoming communications and direct visitors appropriately.

4. Additional Duties (10%)
May serve as a Court Clerk during specialized hearings, assist in budget preparation, and track compliance for restitution. Perform other assigned tasks as necessary.

Qualifications

Education: High School Diploma or GED required.

Experience: A minimum of three years in a clerical or administrative role, or an equivalent combination of education and experience.

Skills and Knowledge: Proficiency in database management, customer service, and legal terminology. Strong organizational skills, attention to detail, and the ability to communicate effectively both verbally and in writing are essential.

Physical Requirements: This position requires the ability to sit for extended periods, perform data entry, and occasionally lift materials up to 50 lbs.

Work Environment: The role is primarily office-based, involving regular interaction with colleagues, clients, and the public.



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