Probation Services Assistant

2 weeks ago

Waxahachie, Texas, United States Ellis County CSCD Adult Probation Full time

POSITION SUMMARY

The Administrative Support Specialist plays a crucial role in providing clerical assistance to the Ellis County Community Supervision and Corrections Department (CSCD). This position requires a high level of accuracy and the ability to thrive in a collaborative environment. Maintaining confidentiality is essential, along with effective multitasking capabilities. Strong communication skills, both verbal and written, are necessary, with a preference for bilingual proficiency in English and Spanish. Organizational skills and time management are vital for success in this role.

The individual will report to a supervisor and is expected to uphold professional standards, including conduct and appearance, while safeguarding sensitive information.

ROLE RESPONSIBILITIES

The Administrative Support Specialist will engage in a range of routine to moderately complex tasks that involve customer service and clerical functions. Responsibilities may include, but are not limited to:

  • Creating and maintaining various documents, files, databases, and tracking systems.
  • Responding to routine inquiries and coordinating mailings and photocopying tasks.
  • Distributing files and reports and managing a cash drawer or equivalent.
  • Exercising discretion and sound judgment while handling confidential information.
  • Working within established policies and procedures under direct supervision.

DETAILED DUTIES

The role encompasses the following detailed tasks:

  • Inputting community supervision case data and processing probation and restitution payments.
  • Balancing payments and preparing deposits at the end of each shift.
  • Acting as the unit receptionist, managing the sign-in board, and addressing inquiries from clients and the public.
  • Providing clerical support during client orientations and maintaining accurate sign-in records.
  • Sorting and distributing mail, faxes, and reports efficiently.
  • Assisting with the organization of case files and photocopying requests as necessary.
  • Tracking the flow of client files received from the courts and other departments.
  • Building and maintaining professional relationships with clients, CSCD staff, and the community.
  • Completing additional tasks as assigned by supervisory personnel.

QUALIFICATIONS

  • High school diploma or GED is required.
  • Up to two years of administrative or clerical experience in a dynamic work environment is preferred.
  • Typing proficiency of at least 40 words per minute is necessary.
  • Demonstrated expertise in MS Excel, Word, and Outlook is required.
  • A clean criminal history is mandatory.

ADDITIONAL REQUIREMENTS

  • Proficiency in departmental software must be achieved within the first six months of employment.
  • Flexibility in working hours is essential to meet departmental objectives, including evenings and weekends.
  • All entry-level employees must complete a probationary period successfully.

WORK ENVIRONMENT

This position involves regular sitting, standing, walking, and lifting of case files. The role demands a high level of focus and visual accuracy while managing multiple tasks. The ability to handle case files or boxes weighing up to 20 lbs is required.

BACKGROUND CHECK

A thorough background investigation will be conducted for all candidates who are considered for employment, which may include criminal history checks, credit reports, and verification of educational credentials.

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