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Secretary (Probation Department) Collier County

CJIS 20th Judicial Circuit
Full-time
On-site
Fl 34112, Florida, United States
$34,262.54 - $34,262.54 USD yearly

Description

WHY SHOULD YOU APPLY TO THE ADMINISTRATIVE OFFICE OF THE COURTS FOR THE 20TH JUDICIAL CIRCUIT?

  • Great working environment
  • Growth and Development Opportunities
  • Competitive Benefits Package
  • Paid Time Off (Vacation and Sick)
  • Public Service Loan Forgiveness Qualifying Employer
  • Tuition Assistance
  • Paid Holidays
  • Retirement Plan Options
  • 457 Deferred Compensation Plans 

KEY REQUIREMENTS
  • Graduation from a high school or an equivalency diploma
  • Three years clerical experience or any combination of education, training, and experience equivalent to three years of clerical experience
  • Ability to write, speak audibly, clearly and accurately in both English and in the Spanish language is preferred 
  • Experience in the field of Criminal Justice is preferred
  • Ability to provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary

SUMMARY
The Secretary performs clerical support for the Probation Department and is responsible for keeping accurate records, general office work, filing, data entry, answering phones and any other tasks deemed appropriate by the supervisors.
 
Primary responsibilities include the following:  (1) Intake and Receptionist Duties;  (2) Assist Court and Probation Officers;  (3) Typing and Data Entry;  (4)  Community Service Coordinator;  (5)  Deferred Prosecution Program; (6) Other Duties As Assigned

Examples of Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES

The following duties are normal for this position.  The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. 

1. Intake and Receptionist Duties - First point of contact on office telephone and  front desk
  • Professionally handle all walk in visitors, referring to proper location
  • Answer phones and cover the front desk when assigned
  • Transfer calls to appropriate staff or department
  • Greet all visitors and defendants in a professional and polite manner
  • Sign up offenders to return for instructions
  • Incoming and outgoing mail distribution
  • Follow proper office procedures for complaints to supervisors
2. Assist Court and Probation Officers
  • Check and process all incoming and outgoing documents
  • Prepare and distribute all files and maintain computer entries
  • Date and accurately distribute all incoming forensics/documents
  • Assist Officers in Court proceedings
  • File
  • Docket preparation for Court Officers
3. Typing and Data Entry
  • Data entry of all cases (Deferred Prosecution or Probation)
  • Review and correct information from dockets to computer entries
  • Prepare and maintain daily, weekly, and monthly reports
  • Cross train to perform all clerical functions
  • Cross training for all office duties which will include but not limited to:
    • Community Service Sign Ups
    • Verifying community service completions
4. Community Service Coordinator
  • Recruit new agencies once every quarter.
  • Make sure to contact all agencies to confirm their needs
  • Fill out detailed community service agency information form & review and make sure court order hours are being properly recorded & all agencies have appropriate insurance papers.
  • Submit monthly Community Service statistical reports as directed by the Deputy Criminal Justice Director and/or the Criminal Division Director.?
5. Deferred Prosecution Program
  • Ensure accurate preparation and entries of all files & maintain files in orderly and timely manner.  All files & documents must be entered within 24 hours after receiving documents.
  • Once file is given to clerical at the end of termination or a violation, the file is to be closed and all documents are to be scanned and sent to all parties involved.  
6. Other Duties As Assigned

Typical Qualifications

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed in this document are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
 
Knowledge of: 
  • Clerical support practices and procedures
  • Basic structure of the courts and criminal justice system
  • Computer applications, including but not limited to: CJIS, Showcase, Microsoft Word, Outlook and Excel
  • Misdemeanor and Felony cases
  • Accurate spelling and grammar      
Ability to:
  • Handle matters with integrity and confidentiality
  • Communicate clearly, both verbally and in writing
  • Assist all clients with courtesy and patience
  • Listen well
  • Concentrate and perform job duties in a busy working environment
  • Meet or exceed established deadlines
  • Utilize and learn various software and data programs
  • Read, analyze, and interpret general business and government publications and regulations
  • Utilize office equipment efficiently
  • Type 30 correct words per minute (cwpm)
  • Provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary
  • Maintain consistent and regular attendance, which is required
  • Work the required schedule, Monday through Friday
  • Write, speak audibly, clearly and accurately in both English and in the Spanish language is preferred

Supplemental Information

EDUCATION and/or EXPERIENCE

  • Graduation from a high school or an equivalency diploma
  • Three years clerical experience or any combination of education, training, and experience equivalent to three years of clerical experience 
  • Experience in the field of Criminal Justice is preferred
CERTIFICATES, LICENSES, REGISTRATIONS
None

SUPERVISORY RESPONSIBILITIES
None

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