Administrative Support Specialist, Parole & Probation

Deschutes County Human Resources • Bend, OR

2d • Hybrid

About The Position

This position works under general supervision in the Community Justice Department, Adult Parole & Probation division, by performing highly specialized administrative support duties to support parole and probation officers, specialists, and management. Problems encountered are often technical, requiring judgment and excellent problem-solving skills for entering information into computer database systems. This position has (or is in the vicinity of) regular in-person, or phone contact, with individuals on supervision (including those who may be potentially emotional, hostile, or angry), and victims, law enforcement officials, attorneys, and Community Justice Department staff. The ideal candidate does well under pressure, is comfortable working in an open office setting, remains composed with frequent interruptions, likes to be busy, experiences a sense of accomplishment by doing detailed, accurate work, manages time efficiently, and can maintain personal emotional regulation in support of customer service and teamwork. The typical schedule is Monday through Thursday, 7:00 a.m. to 5:30 p.m., the division’s current hours of operation. We are a small team and the candidate selected for this position will be deployed in one or both offices located in Bend and Redmond. Occasionally employees in this position are also temporarily deployed to work at the LaPine office depending on operational demands.

Requirements

• General office procedures and the use of standard office software and equipment.
• Data Entry, filing and retrieval, and record keeping.
• Professional and effective communication both verbally and in writing.
• Flexibility, versatility, resiliency, and responsivity in a changing and fast-paced working environment.
• Ability to read, understand, and follow statewide operating manuals and local standard operating policies and procedures.
• Entering data into computerized database programs accurately and timely.
• Typing 60+ WPM.
• Exercising discretion and using independent judgment to make decisions related to the completion of work assignments.
• Maintaining confidentiality.
• Performing well under pressure and working effectively with the public in stressful or hostile situations.
• Establishing and maintaining effective working relationships with others at all times.
• Accepting, interpreting, and applying feedback.
• High school diploma or GED equivalent; AND four (4) years of administrative support experience; OR any equivalent combination of training, education, and experience that provides the required skills and knowledge to perform the essential functions of the job.
• Driving is a requirement for this position.
• Possession of or ability to obtain a valid Oregon driver's license within 30 days of hire date.
• Dependable transportation and be able and willing to drive throughout Deschutes County in sometimes adverse weather conditions.
• Possession of or ability to obtain LEDS (Law Enforcement Data System) certification within 30 days of hire date.
• Ability to work in an office that is environmentally controlled; possess sufficient hand coordination to perform keyboarding and data entry; arm /hand movements to retrieve work materials and operate a variety of general office equipment; and an ability to sit, walk, stoop, use short steps, bend, kneel, reach, stand, grasp, talk, hear, see, and lift up to 25 pounds on an occasional basis.
• Must have the ability to work in an office that is environmentally controlled; possess sufficient hand coordination to perform keyboarding and data entry; arm /hand movements to retrieve work materials and operate a variety of general office equipment; and an ability to sit, walk, stoop, use short steps, bend, kneel, reach, stand, grasp, talk, hear, see, and lift up to 25 pounds on an occasional basis.
• This position requires successful completion of a fingerprint-based Criminal Justice Information Services (CJIS) background check.
• Candidates must meet all CJIS eligibility standards to secure and maintain employment.

Nice To Haves

• College degree in a related field.
• Two (2) years of related experience, such as in criminal justice, social services, or other justice/treatment-related fields.
• Bilingual in English and Spanish language.

Responsibilities

• In-Person Reception: Greeting, checking in, reviewing records, providing accurate public information disclosures.
• In-Person Client Intakes: Meeting with individuals on supervision for felony, or misdemeanor, crimes to review paperwork and answer questions, compiling and filling out appropriate paperwork, obtaining and processing client fingerprints, photographs, and occasionally collecting DNA (via buccal sample).
• Data Input and File Management: Reviewing and entering court, police reports, other legal documentation, and decisions into information systems, organizing and prioritizing incoming documentation, working with partners to obtain, correct (or share) documentation in a timely and accurate way.

Benefits

• Excellent County benefit package when eligible
• Robust healthcare package covers medical, prescription, dental, and vision coverage at a minimal cost of $100 for employee only and $121 per month for employee plus dependents, which includes an innovative on-site clinic, pharmacy, and wellness and wellbeing services.
• Life insurance
• Retirement (PERS)
• Generous paid time-off (14-18 hours/month to start, pro-rated for part-time)
• Holidays
• Professional development opportunities

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED