Job Details
POSITION: Administrative Assistant
DEPARTMENT: Community Corrections
WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F
SALARY: $1,761.92 Biweekly
Incumbent serves as Administrative Assistant for Community Corrections, responsible for performing various clerical duties for department personnel and assisting the public.
DUTIES:
Answers telephone and greets office visitors, providing information and assistance, taking messages, or transferring/directing to appropriate individual or department.
Schedules intake appointments for participants signing on to Community Corrections programs and explains general procedures.
Meets with participants to gather demographic and essential information for Indiana Department of Corrections and enters into electronic database and spreadsheets.
Processes Community Service/Community Work Crew applications, verifying hours, and filing compliance status with courts. Regularly work at courthouse during peak times to answer questions, schedule appointments, and initiate community service paperwork.
Researches case data in case management system for Community Corrections placement.
Processes cash/credit card transactions, balances cash drawer daily, reconciles credit card transactions with bank statements, and posts to participants accounts as needed.
Assigns and sends Community Work Crew participants to designated agency daily and records hours in participants' electronic files. Processes participants for completion of program.
Performs various clerical duties as assigned, such as preparing correspondence/form/reports, maintaining Department files, and monitoring office supply inventory/placing orders as needed.
Performs related duties as assigned.
JOB REQUIREMENTS AND DIFFICULTY OF WORK:
High school diploma or GED.
Working knowledge of and ability to make practical application of department policies and procedures and legal requirements.
Working knowledge of standard office procedures and advanced computer skills, including word processing/spreadsheet/email/presentation and Department-specific software/applications such as financial management and case management systems, client tracking software and databases, with ability to apply such knowledge to a variety of interrelated processes, tasks and operations.
Working knowledge of basic bookkeeping principles and procedures, with ability to count, make basic arithmetic calculations, and maintain accurate financial records.
Working knowledge of standard English grammar, spelling, and punctuation, with ability to prepare documents, correspondence, and reports within established department deadlines.
Ability to type with speed and accuracy and properly operate standard office equipment, such as telephone, calculator, copier, computer, and printer.
Ability to effectively communicate orally and in writing with co-workers, other County departments, program participants, vendors, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.
Ability to effectively complete duties amidst frequent distractions, interruptions, and pressure from formal deadlines, and work on several tasks at the same time.
Ability to work alone with minimum supervision and with others in a team environment.
Ability to comply with all employer and department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.
Ability to provide public access to or maintain confidentiality of department information and records according to State requirements.
Ability to occasionally work extended hours.
RESPONSIBILITY:
Incumbent performs standard, recurring duties according to service needs of the public with priorities determined by supervisor. Incumbent's work is periodically reviewed for soundness of judgement and compliance with policies and procedures.
Errors in work are generally prevented through procedural safeguards, with undetected errors resulting in loss of time for correction and inconvenience to other agencies or the public.
PERSONAL WORK RELATIONSHIPS:
Incumbent maintains communication with co-workers, other County departments, program participants, vendors, and the public for the purpose of exchanging and explaining information.
Incumbent reports directly to Office Manager.
PHYSICAL EFFORT AND WORK ENVIRONMENT:
Incumbent performs duties primarily in standard office environment involving sitting for long periods, lifting/carrying objects weighing less than 25 pounds, keyboarding, speaking clearly, hearing sounds/communication, and close vision.
Incumbent occasionally works extended hours.