Secretary III (Probation) (SECIII11 & SE...

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This is responsible work performing a wide variety of secretarial and clerical duties for the Probation Department. The accurate and efficient intake of criminal data and flow of information throughout the rest of the system is essential. This position involves an extensive amount of contact with the public. This contact is to receive and convey important information. Polite and tactful handling eliminates potential disruptions in the office. All walk-ins and phone calls must be documented accurately. The Secretary III also assists with matters of security (bomb threats, threats against judicial personnel) for the Criminal Justice Director in a professional, discrete, and accurate manner. The Secretary III must become familiar with the justice system to determine if an offender has reported correctly or needs referral to another agency and how to run further criminal computer checks.

A Secretary III's primary responsibilities include the following: (1) Interprets Court Forms (2) Runs first appearance, arrest and release reports, distributing results to Probation Officers (3) Data entry into Probation Computer system (4) Professionally handle all walk in visitors, referring to proper location (5) Other duties as assigned.

Examples of Duties:

(1) Interprets Court Forms:
• Decipher weekend jail time and other special conditions in order to coordinate instruction dates
• Interpret legal terms to assess the status of offenders in order to retrieve and distribute date sensitive file materials, based on arrest dates and upcoming court hearings
• Schedule pre-sentence investigation interviews, fill out the
• Distribute materials to the pre-sentencing investigations secretary
• Instruct offenders what to bring to the interview with officers
• Determine which legal documents are required to be date stamped or copied and filed

(2) Runs First Appearance, Arrest and Release Reports, distributing results to Probation Officers:
• First appearance, arrest and release reports are completed on a daily basis, and three days worth are completed every Monday
• File inactive case materials in the proper file
• Determine the case's status for transfer to either a felony, misdemeanor, or domestic violence officer when new arrests occur
• Processes orders dismissing violation of probation warrants

(3) Data Entry into Probation Computer system:
• Performs data entry into the Probation Computer system during the intake process, recording vital biographical information
• Reschedules instruction appointments

(4) Professionally handles all walk in visitors, referring to proper location:
• Follow proper office procedures for complaints to supervisors
• Processes restitution money orders and directs offenders to clerk's office for payment of fines and cost of supervision
• Incoming and outgoing mail distribution
• Signs up offenders for petit theft classes and generates reports to agencies of enrolled offenders
• Signs up offenders for victim impact panel and generates reports to agencies of enrolled offenders
• Notifies officers and court administration when interpreters are needed for offenders
• Types letters, memos or documents from rough draft, altering spelling and grammar as necessary

(5) Other duties as Assigned:

Typical Qualifications:

Knowledge of:
• Microsoft computer applications
• General office procedures

Ability to:
• Type, compose, proofread, and edit correspondence and reports
• Communicate clearly and effectively, both orally and in writing
• Interact effectively with the general public, office personnel and other governmental and private agencies
• Maintain confidentiality concerning sensitive information
• Work Under pressure and meet deadlines
• Establish work priorities
• Work independently
• Plan, organize, and complete special assignments with minimal supervision
• Learn new office skills and to operate office equipment
• Type 35 correct words per minute
• Bilingual in English and Spanish

Supplemental Information:

Graduation from high school or GED and three years of clerical experience. Experience in Criminal Justice field is preferred.

This position does not have any supervisory duties.