Secretary IV, Part-Time (25-28 hrs. wk.) Intake Services

Tarrant County•Tarrant County, TX

8d•Onsite

About The Position

Provide clerical support to probation staff, the Court Clerk, and six satellite probation offices. This role involves managing the collection, receipt, and disbursement of probation fees and restitution. Key responsibilities include building and maintaining juvenile records in the Juvenile Case Management System (JCMS) database, producing court reports, assisting with court docketing, and preparing court information for probation officers for hearings and case management services.

Requirements

High School diploma
One (1) year of office experience
Ability to perform word processing proficiently
Ability to edit court documents for correct language and composition
Accuracy in filing and assignment of numbers of juvenile records
Ability to take and transcribe dictation
Interpersonal skills in dealing with the public and professional staff
Ability to operate fax machine, copier and printer machinery and to instruct others in their operation
Ability to place work in priority and meet deadlines

Nice To Haves

Experience in a legal firm, court and probation systems especially helpful
Notary Public may be required, depending on position

Responsibilities

Creates and maintains database for JCMS system; maintains all juvenile files and records.
Types chronological notes of clients into JCMS System.
Updates JCMS with case planning dates and scans case planning documents into JCMS.
Develops case plan screens in JCMS for PO monitoring.
Types documents required by Court-related delinquency proceedings (e.g., Social History, Pre-Diagnostic Study, Progress Report, Detention Evaluation).
Processes incoming police reports, builds files, and completes computer screens and paperwork.
Develops outgoing correspondence (appointment letters, metering/sorting mail), administrative correspondence, and flyers.
Notarizes, files, prepares files for warehouse storage, and responds to requests for juvenile record checks and other inquiries.
Copies files as requested by subpoena or court order.
Answers phone, takes messages, and greets visitors professionally.
May serve as backup to the Receptionist/Switchboard Operator, answering a multi-lined phone PBX, maintaining a sign-in log, notifying staff of arrivals, and monitoring lobby activities.
Provides assistance in responding to overflow calls for directions and record check information.
Establishes restitution and probation fee accounts; collects, processes receipts, disburses payments, and prepares deposits.
Notifies the PO when a client is in detention and prepares offense reports of detention hearings.
Enrolls clients placed on electronic monitor in Web Patrol and updates schedules for PO.
Performs miscellaneous clerical tasks supporting probation staff, including notarizing forms, copying, faxing, filing, preparing packets, and mailing documents.
Completes CR-44J forms for closed Deferred Prosecution Probation (DPP) and Traditional Probation cases, and removes DPP clients from the processed referrals queue in JCMS.
Prepares orders for office supplies, bus passes for clients, and other items.
Submits work orders for office repairs, equipment, and phone lines, and arranges for pick-up of recycled paper products.
Attends meetings as assigned and arranges meeting spaces.
Prepares miscellaneous documents for mailing.
Assists the court clerk with docketing delinquency cases for four courts and monthly statistics.
Prepares court documents (TJJD Orders, Sealing Orders) for Court signature; copies and distributes (Judgments and Court Orders) to the appropriate Probation Officer.
Prepares all court letters notifying parties of court date and time; prepares legal jackets for court hearings.
Prepares new probation files for transfer to various filed units; constructs monthly satellite report tracking files.
Troubleshoots and maintains department copiers, printers, and fax machines with toner changes and paper supply.
Performs all other related duties as assigned.