Probation Office Manager

Cass County • Walker, MN

7d • Onsite

About The Position

To manage the Cass County Probation Department staff, clerical, and budgetary duties. This role involves overseeing the initiation and maintenance of juvenile and adult files, managing correspondence, answering phone inquiries, and ensuring accurate data entry and case management within the CSTS system. The position requires reviewing case status, updating computer records, assisting with victim rights notification, and creating/maintaining office documents. The Probation Office Manager is responsible for monitoring reports, tracking case timelines, preparing various reports for local and state agencies, and assisting with departmental budget preparation and monitoring. This includes managing expenses, accounts receivable/payable, office inventory, and ordering supplies. Additionally, the role involves monitoring income for grants and subsidies, creating quarterly grant reports, and performing other assigned duties.

Requirements

• Ability to communicate effectively and efficiently, both orally and in writing.
• Ability to establish, maintain, and oversee an electronic document storage system.
• Thorough understanding of procedures, policies, and practices concerning the overall functioning of the Criminal Justice System, or the ability to gain such knowledge quickly.
• Independent judgment concerning actions to be taken, determining the appropriateness of these actions, and working on complicated merges involving multiple records and collecting information from multiple outside agencies.
• Ability to identify discrepancies in data and resolve them within established guidelines or refer unusual problems to a supervisor.
• Ensure the office is staffed daily.
• Ability to learn procedures and functions, both manual and automated, of the Probation Department.
• Ability to serve the public and others in a courteous and professional manner.
• Ability to follow verbal and written instructions.
• Ability to establish and maintain effective working relationships with personnel in the Criminal Justice System.
• High computer aptitude with an ability to utilize a variety of software programs for data entry, report designing, research, and data collection.
• Basic mathematical computations.
• Ability to operate basic office equipment, including a computer, Windows, Word, Excel, and related specialized software programs.
• Must pass a Criminal History Background Check.
• Must pass the BCA certification course.
• Must pass a BCA/FBI clearance background check.
• Must possess a valid Driver’s License.

Nice To Haves

• A two-year degree (preferred)
• Legal Administrative Assistant or Administrative Assistant background
• Experience in office management
• Legal or criminal justice background preferred.

Responsibilities

• Oversee the process of initiating and maintaining juvenile and adult files, both automated and manual.
• Oversee all correspondence received.
• Screen all incoming mail and distribute it appropriately.
• Answer phone inquiries directed to the appropriate authority.
• Oversee all CSTS data entry.
• Open cases with appropriate supervision levels.
• Review case status from computer-generated reports and update the computer status on conditions set forth by the Court.
• Assist with victim rights notification.
• Create and maintain all documents used within the CSTS system and/or office.
• Monitor all reports that are completed within the office.
• Ensure the reports are mailed or delivered to appropriate authorities in a timely fashion.
• Track pre-dispositional cases.
• Track expiration dates of cases.
• Prepare reports for local departments, state agencies, and the Cass County Board of Commissioners.
• Assist in the preparation of the departmental budget.
• Monitor the budget throughout the year.
• Prepare vouchers for expenses and manage accounts receivable and payable for the department.
• Monitor inventory and order all supplies for the office in accordance with the allotted budget.
• Monitor timelines from income received for grants, subsidies, and reimbursements; create quarterly grant reports.
• Perform other duties as assigned.

Benefits

• Cass County is an Equal Opportunity Employer.
• In compliance with the Americans with Disabilities Act, the County will provide reasonable accommodations to qualified individuals with disabilities and encourages prospective employees and incumbents to discuss potential accommodations with the employer.

What This Job Offers

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