Specialized Clerk

Portage County Ohio•Ravenna, OH

About The Position

Under the direction of the Chief of Probation and Assistant Chief and Unit Supervisor. The incumbent position involves providing secretarial support for the Probation Department.

Requirements

High school diploma or GED required
Knowledge of the principles and practices of Court procedures.
Demonstrate an understanding of oral and written communication skills.
Demonstrate an understanding of department office equipment (computer, phone, fax, scanner, copier, etc.)
Knowledge of Portage County Adult Probation policies, rules, regulations, and procedures.
Exhibits problem solving skills with an emphasis in crisis management/intervention.
Demonstrate computer literacy and/or technical competency necessary to complete departmental tasks including but not limited to; Microsoft Office Suite (Word, Excel, Outlook) and web-based applications (CourtView).

Nice To Haves

two years secretarial or office management experience is preferred.

Responsibilities

Answering telephones, assisting callers and directing calls to appropriate person, taking messages when necessary
Monitoring the kiosk, providing assistance to those in need at the reception window
Typing correspondence, memos, journal entries, letters, etc. when directed
Collecting money orders and issuing receipts
Maintaining and updating the files in the “Ready for Court Drawer”
Filing
Monitors incoming faxes and distributes them accordingly and timely
Creating, opening and closing client files
Entering/updating computer information on individual clients
Compiling specialized reports as directed
Attends a minimum of 5 hours of training on an annual basis
Scheduling and checking appointments
Gives clients questionnaires to complete for place on
Accurately assigns and documents all felony and municipal place ons
Accurately and timely enters all felony intake, release and warrant information onto the felony caseload according to procedure
Accurately and timely enters all warrant information onto the misdemeanor warrant caseloads and cross-references them with the warrant drawer
Schedules PSI appointments
Creates PSI files and logs all PSI referral information on the felony PSI caseload
Boxes closed files at the end of the year for storage
Monitors the completion of community work services
Records restitution payments in OCSS and mails victim payments in a timely manner
Prepares files for court hearings
Sends PSI’s to the court in a timely manner
Performs other job-related duties as directed by Supervisor.
Performs back-up duties for the Administration or other secretarial staff as directed.