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Para-Professional Support

4 months ago

Waxahachie, United States Ellis County CSCD Adult Probation Full time

THE POSITION

The Technician provides clerical support in accomplishing the mission and operations of the Ellis County Community Supervision and Corrections Department (CSCD). The individual must be able to work in an environment that demands accuracy and must participate in a team environment. Must maintain strict confidentiality and must be able to effectively multi-task. Must be able to communicate clearly, both orally and in writing, preferably in both English and Spanish. Organization and time management skills are necessary.

The individual, who reports to a supervisor, must maintain professional conduct, appearance, and confidentiality of information.

DESCRIPTION

Perform a variety of routine to moderately complex, repetitive tasks involving customer service and support/clerical activities which may include but are not limited to: create and maintain documents, files, databases and tracking tools; answer routine inquiries; coordinate mailings and photocopying; distribute files and reports; and maintain a cash or cash equivalent drawer. Considerable confidentiality, awareness, judgment, tact, creativity, and initiative are required in performing tasks and resolving issues. Works within a well-defined framework of policies and procedures, under immediate supervision.

DETAILED DESCRIPTION

Enter community supervision case information; collect probation and restitution payments; balance payments and prepare deposit at the end of shift. Retain payments in a designated secure, locked location. Serve as unit receptionist; monitor unit sign-in board; respond to internal and external inquiries (in person and via telephone); re-direct calls to appropriate party; diffuse client situations in the front desk area or escalate to management in a timely manner, when applicable. Provide clerical assistance during client orientations: maintain sign-in sheet and distribute monthly report forms. Date stamp, sort and distribute mail, fax transmittals, and reports. Assist in the assignment of case files, mailings, file assembly, and photocopying requests, as needed. Maintain and track the flow of client files that are received and sent by the courts and other departments. Build and maintain professional, cooperative relationships with clients, CSCD staff, and the public. Perform other duties as assigned by the supervisory staff. Demonstrated proficiency in the use of MS Excel, Word and Outlook required. Ability to adapt to changing priorities and expectations. Ability to work effectively under sometimes stressful and emotionally charged situations. Ability to input and retrieve data and information using designated client management systems, County systems, and email systems. Demonstrated ability to learn and apply computer programs to office functions with minimal instruction. Ability to understand and follow written and verbal instructions, organize, and process work.

DUTIES AND RESPONSIBILITIES

  • Meets with probationers, takes reports, and collects court ordered fees.
  • Effectively interacts with public and probationers to provide excellent customer service, including responding to routine inquires and resolving basic customer service issues.
  • Answers phone calls in a courteous manner and directs them to the appropriate personnel and/or resource.
  • Maintains files and thoroughly documents information.
  • May balance daily collections and prepare bank deposits.
  • Coordinates the collection of new probationer information with court personnel.
  • Completes an initial intake of newly probated individuals, including photographing, collecting appropriate documents, and scheduling intake appointments appropriately.
  • Maintain case files up to date including adding new cases, pre-trial, bond, extensions, MTR's, warrants, and terminations; complete all action steps appropriately.
  • Accurately enters newly probated case information into the CSCD database in a timely manner including, but not limited to, transferring out cases appropriately, sending DPS lung notices, sending appropriate response (i.e forms, letters, or other appropriate documents) to clients and others as needed.
  • Accurately and professionally document all significant events in CSS database according to standards.
  • Staff cases appropriately with a supervisor(s) to assess appropriate action for effective case management.
  • Maintains a professional demeanor and de-escalates stressful situations.
  • Must be able to work flexible hours as needed to accomplish Departmental goals.
  • Maintains a professional working relationship with all CSCD staff, court personnel, outside agencies, and the public.
  • Interacts with referral agencies and victims.
  • Promotes the mission of Ellis County CSCD.
  • May work in an assignment that includes pre-sentence investigation reports.
  • May run criminal history checks, order arrest reports and driver's license checks.
  • Researches, locates, pulls, and prepares documents, records, and other assigned data.
  • Performs other related duties as assigned.

MINIMUM REQUIREMENTS

  • Graduation from an accredited high school or GED program.
  • Up to two (2) years administrative or secretarial experience in a fast-paced work environment (preferred).
  • Ability to type 40 words per minute.
  • Demonstrated proficiency in the use of MS Excel, Word and Outlook (required).
  • Cannot have a criminal history with disqualifying events.

OTHER REQUIREMENTS INCLUDE

  • Become proficient in the use of Departmental software within first six months of employment.
  • Work flexible hours to accommodate field visits and mission of the organization to include evenings, weekends, and other times outside normal business hours.
  • Work pre-scheduled weekends to accommodate and/or supervise Community Service Restitution (CSR) events and collection initiatives.
  • All entry level personnel must successfully complete 365 calendar days of probationary employment.

PHYSICAL DEMANDS, WORK ENVIRONMENT & OTHER REQUIREMENTS

Regularly required to sit, stand, walk, bend, lift, and transport case files. The job demands intense focus and visual acuity to ensure accuracy while multi-tasking. Must be able to carry case files or boxes containing CSCD related items weighing 20 lbs.

BACKGROUND INVESTIGATION

Ellis County CSCD will conduct a background investigation on all applicants deemed likely to be given a conditional offer upon successfully passing a background investigation and all required interviews.

Background investigations may include, but are not limited to, criminal history checks, credit reports, driver license records, warrant checks, current and past employment, interviewing neighbors and friends, verifying educational information, etc. If a veteran, the veteran's DD214 or discharge papers must not be Less Than Honorable Discharge.