What are the responsibilities and job description for the Secretary (Probation Department) Collier County position at City of Whitehall?
Description
WHY SHOULD YOU APPLY TO THE ADMINISTRATIVE OFFICE OF THE COURTS FOR THE 20TH JUDICIAL CIRCUIT?
The Secretary performs clerical support for the Probation Department and is responsible for keeping accurate records, general office work, filing, data entry, answering phones and any other tasks deemed appropriate by the supervisors.
Primary responsibilities include the following: (1) Intake and Receptionist Duties; (2) Assist Court and Probation Officers; (3) Typing and Data Entry; (4) Community Service Coordinator; (5) Deferred Prosecution Program; (6) Other Duties As Assigned
Examples of Duties
Essential Duties And Responsibilities
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.2. Assist Court and Probation Officers3. Typing and Data Entry4. Community Service Coordinator5. Deferred Prosecution Program6. Other Duties As Assigned
EDUCATION And/or EXPERIENCE
None
Supervisory Responsibilities
None
01
Please type your First & Last Name below.
02
The information provided in your application must support your selected answers in the supplemental questions, which may be used as a scored evaluation of your knowledge, skills and experience. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any information you provide may be reviewed by the selection recommendation committee. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. "See Resume" or "N/A" is not an acceptable answer to the questions.
Which best describes your highest level of education?
How many years of secretarial and/or clerical experience do you have?
If you indicated having (3) or more years of secretarial and/or clerical experience, please describe in detail where and how you acquired this experience. The information provided must also be reflected in your application. If you do not have this experience, please indicate 'Does Not Apply'.
06
Do you have professional working experience in the field of Criminal Justice? If so, please describe in detail where and how you gained this experience. The information provided must also be reflected in your application. If you do not have this experience, please indicate 'Does Not Apply'.
07
The ability to write, speak audibly, clearly and accurately in both English and in the Spanish language is required for certain caseloads. Do you have the ability to write, speak audibly, clearly and accurately in both English and Spanish?
Please share a brief history of your work experience in customer service. The information provided must also be reflected in your application. If you do not have customer service experience, please indicate 'Does Not Apply'.
09
Are you able to type the required minimum of 30 correct words per minute (cwpm) with or without an accommodation? *ADA accommodation requests may be made by contacting the Chief of Personnel Services at 239-533-1705 or by sending an email to humanresources@ca.cjis20.org to make the applicable request within a reasonable amount of time which would allow for such request to be considered prior to the scheduled event.
Which of the following basic Outlook functions are you proficient in? Please check all that apply:
Which one of the following best describes your highest level of Microsoft Word proficiency?
Which one of the following best describes your highest level of Microsoft Excel proficiency?
How did you come across this job opportunity? (e.g. GovernmentJobs.com, Indeed, Naples Daily News, News-Press, Charlotte Sun, Craig's List, DICE, Social Media, etc.)
WHY SHOULD YOU APPLY TO THE ADMINISTRATIVE OFFICE OF THE COURTS FOR THE 20TH JUDICIAL CIRCUIT?
- Great working environment
- Growth and Development Opportunities
- Competitive Benefits Package
- Paid Time Off (Vacation and Sick)
- Public Service Loan Forgiveness Qualifying Employer
- Tuition Assistance
- Paid Holidays
- Retirement Plan Options
- 457 Deferred Compensation Plans
- Graduation from a high school or an equivalency diploma
- Three years clerical experience or any combination of education, training, and experience equivalent to three years of clerical experience
- Ability to write, speak audibly, clearly and accurately in both English and in the Spanish language is preferred
- Experience in the field of Criminal Justice is preferred
- Ability to provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary
The Secretary performs clerical support for the Probation Department and is responsible for keeping accurate records, general office work, filing, data entry, answering phones and any other tasks deemed appropriate by the supervisors.
Primary responsibilities include the following: (1) Intake and Receptionist Duties; (2) Assist Court and Probation Officers; (3) Typing and Data Entry; (4) Community Service Coordinator; (5) Deferred Prosecution Program; (6) Other Duties As Assigned
Examples of Duties
Essential Duties And Responsibilities
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.2. Assist Court and Probation Officers3. Typing and Data Entry4. Community Service Coordinator5. Deferred Prosecution Program6. Other Duties As Assigned
- Intake and Receptionist Duties - First point of contact on office telephone and front desk
- Professionally handle all walk in visitors, referring to proper location
- Answer phones and cover the front desk when assigned
- Transfer calls to appropriate staff or department
- Greet all visitors and defendants in a professional and polite manner
- Sign up offenders to return for instructions
- Incoming and outgoing mail distribution
- Follow proper office procedures for complaints to supervisors
- Check and process all incoming and outgoing documents
- Prepare and distribute all files and maintain computer entries
- Date and accurately distribute all incoming forensics/documents
- Assist Officers in Court proceedings
- File
- Docket preparation for Court Officers
- Data entry of all cases (Deferred Prosecution or Probation)
- Review and correct information from dockets to computer entries
- Prepare and maintain daily, weekly, and monthly reports
- Cross train to perform all clerical functions
- Cross training for all office duties which will include but not limited to:
- Community Service Sign Ups
- Verifying community service completions
- Recruit new agencies once every quarter.
- Make sure to contact all agencies to confirm their needs
- Fill out detailed community service agency information form & review and make sure court order hours are being properly recorded & all agencies have appropriate insurance papers.
- Submit monthly Community Service statistical reports as directed by the Deputy Criminal Justice Director and/or the Criminal Division Director.?
- Ensure accurate preparation and entries of all files & maintain files in orderly and timely manner. All files & documents must be entered within 24 hours after receiving documents.
- Once file is given to clerical at the end of termination or a violation, the file is to be closed and all documents are to be scanned and sent to all parties involved.
- Clerical support practices and procedures
- Basic structure of the courts and criminal justice system
- Computer applications, including but not limited to: CJIS, Showcase, Microsoft Word, Outlook and Excel
- Misdemeanor and Felony cases
- Accurate spelling and grammar
Typical Qualifications
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Knowledge Of
- Handle matters with integrity and confidentiality
- Communicate clearly, both verbally and in writing
- Assist all clients with courtesy and patience
- Listen well
- Concentrate and perform job duties in a busy working environment
- Meet or exceed established deadlines
- Utilize and learn various software and data programs
- Read, analyze, and interpret general business and government publications and regulations
- Utilize office equipment efficiently
- Type 30 correct words per minute (cwpm)
- Provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary
- Maintain consistent and regular attendance, which is required
- Work the required schedule, Monday through Friday
- Write, speak audibly, clearly and accurately in both English and in the Spanish language is preferred
EDUCATION And/or EXPERIENCE
- Graduation from a high school or an equivalency diploma
- Three years clerical experience or any combination of education, training, and experience equivalent to three years of clerical experience
- Experience in the field of Criminal Justice is preferred
None
Supervisory Responsibilities
None
01
Please type your First & Last Name below.
02
The information provided in your application must support your selected answers in the supplemental questions, which may be used as a scored evaluation of your knowledge, skills and experience. The information you provide will be verified and documentation may be required. Please be as honest and accurate as possible. You may be asked to demonstrate your knowledge and skills in a work sample or during an interview. By completing this supplemental questionnaire you are attesting that the information you have provided is accurate. Any information you provide may be reviewed by the selection recommendation committee. Any misstatements, omissions, or falsification of information may eliminate you from consideration or result in dismissal. "See Resume" or "N/A" is not an acceptable answer to the questions.
- Yes, I understand and agree
- No, I do not agree
Which best describes your highest level of education?
- High School or GED
- Vocational Certificate
- Some College
- Associate's Degree
- Bachelor's Degree
- Master's Degree
- Doctoral Degree
- None of the above
How many years of secretarial and/or clerical experience do you have?
- Less than one year
- One year to less than two years
- Two years to less than three years
- Three years to less than four years
- Four years to less than five years
- Five or more years
- No experience
If you indicated having (3) or more years of secretarial and/or clerical experience, please describe in detail where and how you acquired this experience. The information provided must also be reflected in your application. If you do not have this experience, please indicate 'Does Not Apply'.
06
Do you have professional working experience in the field of Criminal Justice? If so, please describe in detail where and how you gained this experience. The information provided must also be reflected in your application. If you do not have this experience, please indicate 'Does Not Apply'.
07
The ability to write, speak audibly, clearly and accurately in both English and in the Spanish language is required for certain caseloads. Do you have the ability to write, speak audibly, clearly and accurately in both English and Spanish?
- Yes
- No
Please share a brief history of your work experience in customer service. The information provided must also be reflected in your application. If you do not have customer service experience, please indicate 'Does Not Apply'.
09
Are you able to type the required minimum of 30 correct words per minute (cwpm) with or without an accommodation? *ADA accommodation requests may be made by contacting the Chief of Personnel Services at 239-533-1705 or by sending an email to humanresources@ca.cjis20.org to make the applicable request within a reasonable amount of time which would allow for such request to be considered prior to the scheduled event.
- Yes
- No
Which of the following basic Outlook functions are you proficient in? Please check all that apply:
- Perform basic email tasks
- Manage contacts
- Configure and organize Outlook
- Manage tasks
- Manage Calendar
- Manage appointments & events
- Manage meetings
- None of the above
Which one of the following best describes your highest level of Microsoft Word proficiency?
- BASIC: Create new documents, open and edit existing documents, format characters and paragraphs, create and edit tables, modify page layout, and use auto-correct tool
- INTERMEDIATE: Insert and delete a section break in a document, format tables, paste a table from Excel into a document, work with columns, use graphics, create document templates, and work with styles
- ADVANCED: Manage data, work with Pivot tables and Pivot charts, use analytical add-ins, create a new conditional formatting rule, create a group or outline of data in a worksheet, and create and modify a macro command
- I do not have enough skills to meet the definition of the Basic level
Which one of the following best describes your highest level of Microsoft Excel proficiency?
- BASIC: Create basic worksheets; create basic formulas; use basic functions; modify and format a worksheet; print workbooks.
- INTERMEDIATE: Use advanced formulas; organize tables and worksheets; create and modify charts; analyze data using Pivot tables and Pivot charts; insert and modify graphic objects in a worksheet.
- ADVANCED: Create and edit macros; conditional formatting; apply data validation criteria; able to protect, share and merge files; trace cells and troubleshoot formula errors; uses data lists outline; consolidate date and link workbooks; export and import text files and XML data; import data from the Web and create queries; analyze data using trend line, spark lines and scenarios.
- I do not have enough skills to meet the definition of the Basic level
How did you come across this job opportunity? (e.g. GovernmentJobs.com, Indeed, Naples Daily News, News-Press, Charlotte Sun, Craig's List, DICE, Social Media, etc.)
- Required Question