Administrative Assistant II

MCJC•Dayton, OH

4d•Onsite

About The Position

Montgomery County Common Pleas Court Juvenile Division CLASSIFICATION TITLE: Administrative Assistant II FLSA STATUS: Non-Exempt EMPLOYMENT STATUS: Full-time DEPARTMENT: Probation Services REPORTS TO: Juvenile Probation Supervisor PAY GRADE: A4 CIVIL SERVICE STATUS: Unclassified WORK SCHEDULE : 40 hours per week DISTINGUISHING JOB CHARACTERISTICS Combines general clerical and secretarial support to the Probation Services Department with program-level data collection, tracking, and reporting. Work includes preparation of recurring reports submitted to state agencies and funding partners, maintenance of program records and tracking systems, and coordination across assigned units. Positions in this classification support one or more program areas and may be assigned to a Probation Operations Manager, a unit supervisor, or department-wide reporting functions. Incumbents may be assigned to collective department-wide tracking for grant reporting and Court initiatives in addition to duties within their assigned area. Positions in this classification support one or more program areas and may be assigned to a Probation Operations Manager, a unit supervisor, or department-wide reporting functions. Incumbents may be assigned to collective department-wide tracking for grant reporting and Court initiatives in addition to duties within their assigned area. Illustrative duties are specified for the classification. “In this position, you are an At-Will Employee serving at the pleasure of the Administrative Judge.”

Requirements

Knowledge of: Court judicial system and process; secretarial science and office practices; program data collection, entry, and reporting practices; recordkeeping and tracking systems; English word usage, spelling, sentence structure, and punctuation.
Ability: Maintains confidentiality of sensitive subject matter; works independently and manages recurring reporting deadlines without direct oversight; enters and verifies data with a high degree of accuracy and resolves discrepancies against source records; compiles information from multiple sources into a single deliverable; coordinates with staff across units and with external agency contacts; establishes and maintains effective work relationships; exhibits a pleasant telephone manner; files documents in alphabetical, numerical, and subject order; word processing and bookkeeping; operates general office equipment; types 40 wpm.
Skills: Organization, multi-tasking, oral and written communication, data entry accuracy, spreadsheet and reporting, deadline management.
Intermediate knowledge of Microsoft Word, Excel, Publisher, and PowerPoint, with demonstrated Excel proficiency in sorting, filtering, formulas, and maintaining tracking spreadsheets.
Working knowledge of Canva.
Ability to type 40 wpm.
Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.

Nice To Haves

Experience with state or grant-funded program reporting
Experience with database or case management systems

Responsibilities

Provides secretarial and administrative support to the Department and assigned programs.
Welcomes the public and answers inquiries from juveniles, families, agency representatives, victims, Court staff, and others having business with the Court, directing inquiries to the appropriate party.
Manages business calls, maintains calendars and appointments, types meeting minutes, maintains records, and processes departmental printing requests.
Enters, verifies, and maintains program data in Court and state reporting systems.
Reviews records for accuracy and completeness, which may include participation and attendance records, work hours, payment and completion records, referral lists, testing results, and program status changes, depending on the assigned area.
Prepares and submits recurring required reports to established deadlines, including daily recordkeeping, monthly progress and supervisor reports, quarterly reports, and data submissions supporting Ohio Department of Youth Services reporting, Targeted RECLAIM documentation, and grant applications and compliance requirements as assigned.
Assembles program and case documentation packets requiring compilation from multiple sources.
Monitors due dates, identifies missing items, and notifies the assigned supervisor of gaps in advance of submission.
Creates and maintains program files, logs, and tracking systems as assigned, which may include Victim Impact Statements, restitution cases, mileage, program testing records, or other program-specific data.
Updates the Supervisor on issues and concerns.
Works with the Clerk's Office, program partners, and other Court departments to verify program and financial data applicable to the assigned area, including restitution amounts, Juvenile Court numbers, and payments.
Coordinates program logistics and distributions, including passes, gift cards, incentives, and program materials, in accordance with Court custody and routing procedures.
Maintains supplies and materials for assigned program functions and notifies the supervisor when reordering is required.
Assists with organizing community events, including flyers, income and expense spreadsheets, mailing lists, bulk mailings, donor correspondence, and quarterly newsletters.
Provides front-desk coverage for the department's receptionist as needed.
Notarizes complaints for filing and other documents as required.
Additional duties as assigned by the Supervisor or Manager.