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Administrative Assistant - Juvenile Probation

Job Title:
Administrative Assistant - Juvenile Probation
County Name:
Susquehanna County
SUSQUEHANNA COUNTY POSITION DESCRIPTION

TITLE:                            Administrative Assistant - Juvenile Probation
DEPARTMENT:             Juvenile Probation
LOCATION:                 Susquehanna County Courthouse
REPORTS TO:               Juvenile Probation Supervisor
POSITION STATUS:       Full-Time (40 hours per week) – Union Eligible
STARTING SALARY:     $14.50 per hour
________________________________________________________________________________________________
POSITION SUMMARY:
To assist the Juvenile Probation Supervisor with secretarial and administrative duties of the department involving juvenile court proceedings, policies and procedures.  Utilizes independent decision-making skills regarding office policy and procedures.  Ensures that operations and activities of the department are conducted in a smooth, efficient manner. Reports directly to and receives directions from the Juvenile Probation Supervisor.  Other responsibilities include assisting with various administrative work for Adult Probation.  Occasional guidance received from Judge and Chief Probation Officer.

ESSENTIAL FUNCTIONS OF JOB
  1. Prepares juvenile petitions, summons for all juvenile cases.
  2. Prepares juvenile court orders scheduling adjudication, disposition and review hearings.  Prepares additional court orders as necessary.
  3. Maintains juvenile court schedule; meets with the Juvenile Probation Supervisor prior to court to review cases, update court list, and determine who will supervise new cases.
  4. Responsible for preparation and timely distribution of court reports, documents and          correspondence prior to court hearings.
  5. Becomes familiar with confidential files of all clients and maintains a schedule of any action required.
  6. Maintains a Monthly Probation List of juveniles on probation, including status of each client, who supervises the case, and any court action necessary.  This includes a placement list (where the juvenile is placed, when, next schedule court date.)
  7. Processes entries in Juvenile Case Management System (JCMS) for every referral for state submission of statistical information.
  8. Must have clearance and training for usage of secure computer programs CPCMS (Common Pleas Case Management System), and possibly JNET (PA Justice Network.)
  9. Prepares purchase orders for office supplies.
  10. Verifies all invoices prior to submission for approval of payment.
  11. Assists in typing correspondence for Juvenile Probation Supervisor.
  12. Interacts with probation officers, police departments, school officials, county and state agencies, as necessary, to maintain efficient departmental operations.
  13. Serves as Notary for the department.  This also includes doing Notary for the Susquehanna County Correctional Facility, Susquehanna County Services for Children and Youth, when called.
  14. Operates computer, copier, fax and other office equipment daily.
  15. Operate and answer phone and directs calls to appropriate parties.
  16. Completes and sends CY60 forms for Medical Assistance Determination to Susquehanna County Services for Children and Youth.  Also, TANF (Temporary Assistance to needy Families/Emergency Assistance) forms and informational work sheets for juveniles that are placed.  Informs, through correspondence, Susquehanna County Services for Children and Youth when there is a change in placement. 
  17. Completes quarterly CY28 form regarding juvenile delinquents that were placed; submits to County Children and Youth after review by Juvenile Probation Supervisor.
  18. Correspond with Victim Impact Coordinator by sending allegations requiring victim to submit claim form.    
  19. Monthly submits a statistical report to Susquehanna County Clerk of Courts regarding juvenile delinquency filings and cases processed.
  20. Transfers all cases to other counties and states.  Must be familiar with juvenile interstate transfer laws and procedures as outlined by the Pennsylvania Interstate Compact.
OTHER DUTIES OF JOB
  1. Attends specified meetings and trainings required to maintain job proficiently.
  2. Must be able to qualify as Notary.
  3. Assists and directs other staff as needed.
  4. Performs other job-related duties as required.
  5. Assists with development and management of the budget of the Juvenile Probation Department.
  6. Prepares payroll sheets for Adult and Juvenile Probation and sends to Commissioner’s Office.
  7. Submits to Treasurer’s Department a receipt form for Grant monies received for Adult and Juvenile Grants.  Also, for any reimbursement monies (ex: over expenditures of meals.)
  8. Submits requests to obtain approval from the Judge for purchases to be paid from Supervision Fee Funds.  After approved and purchased, invoice is submitted to Treasurer’s Department for payment.
  9. Balances petty cash and submits check requests for any money used from this account.
WORKING CONDITIONS
  1. Works indoors in adequate work space with adequate lighting, temperature and ventilation.
  2. Normal indoor exposure to noise, dust and dirt.
  3. Subject to frequent disruptions.
  4. Works daily with volatile or potentially upset or aggressive individuals.
  5. Above normal exposure to stress.
PHYSICAL/MENTAL CONDITIONS
  1. Must possess ability to record, convey and present information, explain procedures and follow instructions.
  2. Must be able to sit for long periods throughout the workday, with intermittent periods of standing, walking, carrying, pushing, grasping and reaching necessary to carry out duties of the job.
  3. Dexterity requirements range from coordinated movements of fingers/hands, to simple movements of the feet/legs and torso to carry out the job duties.
  4. Sedentary work, with occasional lifting/carrying of objects with a maximum weight of twenty pounds.
  5. Must demonstrate emotional stability and professionalism.
  6. Must be able to cope with the stresses associated with the position in functioning in a fast pace environment requiring flexibility and the ability to multi-task.
  7. Must be able to pay close attention to details and concentrate on work.
QUALIFICATIONS
  1. EDUCATION/TRAINING
  • High school diploma or equivalent, plus additional business/secretarial training preferred. 
  • Must have excellent computer skills. Be able to use Word, Windows 7, Excel and Office Outlook.
  1. WORK EXPERIENCE
  • Three to five years working experience in administrative/business management environment OR equivalent combinations of experience and/or training.  Some experience in a legal setting is preferred.
  1. CLEARANCES
  • Must be able to satisfactorily complete Criminal History Record checks and Child Abuse Clearances.

KNOWLEDGE, SKILLS AND ABILITIES REQUIRED
  1. Must be able to speak and understand the English language and to follow oral and written instructions.
  2. Must possess effective oral and written communication skills.
  3. Must possess the ability to function independently, have flexibility and personal integrity.
  4. Must have the ability to meet and interact effectively with co-workers and the general public, and to respond accurately to routine questions/inquiries regarding department operations and procedures.
  5. Must possess initiative and exercise discretion in handling of administrative matters.
  6. Must maintain confidentiality in regard to client information and records.
  7. Must possess the technical knowledge of operating personal computers and other office equipment.
  8. Must possess the ability to make independent decisions when circumstances warrant such action.
  9. Must use tact, discretion and patience in dealing with the general public and others.
  10. Must possess knowledge of modern office practices and operations of the juvenile court system.
  11. Must possess the ability to compose letters and reply to routine correspondence, using excellent grammar, punctuation and spelling.
  12. Must possess mental alertness, clerical and math aptitude and a general knowledge of business, English and grammar and the ability to perform these skills with accuracy and within reasonable speed.
  13. Must possess the ability to maintain files, records and prepare reports and legal documents.
  14. Must possess the ability to maintain and meet deadlines for daily, weekly, monthly and annual reports.
  15. Must possess the ability to operate telephone system, take and deliver accurate and timely messages.
Posting Date:
Monday, May 22, 2023
Expiration Date:
Open
Admin-Assistant-Juvenile-Probation-jd.pdf
Employment-Application.pdf