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HomeMy WebLinkAboutDistrict Court Adult Probation Clerk II JEFFERSON COUNTY Job Description Job Title: Adult Probation Clerk II Department: District Court Adult Probation Reports To: Adult Probation Administrator FLSA Exempt(Y/N): No Union: UFCW BBP: No Salary Level: Grade 25 Location: Courthouse Approved By: Human Resources Manager cef� � ' Approved Date: July 2020 SUMMARY Performs clerical work in the administrative and technical support of the Adult Probation Department. Duties include responsibility for providing information and assistance and highly confidential functions as provided by statute by performing the following duties. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned consistent with the needs of the Department. Performs as receptionist as required. Greets offenders and general public in person or over the telephone, ascertains the nature of business and may obtain routine information, and provide standard information in response to general questions concerning offender matters. Includes answering all incoming telephone lines of department and routing calls to appropriate extensions. Opens and prepares all case files, assembling all necessary forms and information,preparing initial information including criminal history for pre-screen risk assessment. Enters updates, retrieves, and processes computer data. Keeps accurate records of all probation lists, including all levels of supervision. Closes files when offenders have complied with all conditions. Obtains driving and criminal records for office use. Prepares legal documentation and may initiate correspondence in the course of supporting such programs as probation, community service, work crew, and other programs as needed. Researches, composes, and/or prepares correspondence, reports, documents, notifications, and memos from standard layouts and formats, using judgment and inserting own contents as authorized and required. May require the selection and use of specialized formats. Contacts other LEA agencies and Prosecutors Offices to obtain background information on offenders. Indexes and files correspondence, reports, and other materials according to a prescribed breakdown. Jefferson County Job Description: District Court Adult Probation Clerk II Page 2 of 5 Performs simple classification of material when proper classification is not immediately discernible. Interviews offenders and others to compile information for departmental use. Information may be somewhat technical in nature. Interviewing may necessitate clear explanations and some skill in questioning to determine proper line of inquiry. May perform risk assessments on offenders. Attends hearings or meetings to record official actions and significant elements of discussion. Prepares agendas, files, and distributes minutes for official records. Schedules appointments for the Department Head, officials, or others to whom assigned. Arranges and coordinates meetings and facilities and other probation programs as needed. Assists in the planning and developing of methods, layouts, arrangements, filing systems and other details of the secretarial function as directed or requested. Observes urinalysis specimen tests for female offenders when a female officer is unavailable. Keeps an accurate log of all urinalysis test results. May be called to testify in Court for hearings. This requires an articulate and methodical order of speech. Receipts money orders from clients on the Electronic Home Monitoring program and keeps their accounts receivable current with balance/payment information. Arranges sites for community service at nonprofit organizations (infractions only). Sends the offender the proper paperwork and notifies District Court that this arrangement has been made. Must be able to make the decision of setting deadlines for completion of community service. May perform field visits with the Probation Director or other authorized staff, assists in hooking up offenders on Electronic Home Detention (EHM.) Monitors EHM participants when the Probation Director is unavailable. This includes schedule changes, removing equipment, and preparing violations to the Court. SUPERVISORY RESPONSIBILITIES This job has no supervisory responsibilities. COMPETENCY To perform the job successfully, an individual should demonstrate competency in the following: Interpersonal Skills - Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas. Jefferson County Job Description: District Court Adult Probation Clerk II Page 3 of 5 Oral Communication- Speaks clearly and persuasively in positive or negative situations; Listens and gets clarification; Responds well to questions; Demonstrates group presentation skills; Participates in meetings. Written Communication- Writes clearly and informatively; Edits work for spelling and grammar; Presents numerical data effectively; Able to read and interpret written information. Cost Consciousness - Works within approved budget; Conserves organizational resources. Diversity- Demonstrates knowledge of EEO policy; Shows respect and sensitivity for cultural differences. Ethics - Treats people with respect; Keeps commitments; Inspires the trust of others; Works with integrity and ethically; Upholds organizational values. Organizational Support-Follows policies and procedures; Completes administrative tasks correctly and on time; Supports organization's goals and values. Judgment- Displays willingness to make decisions; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions. Planning/Organizing- Uses time efficiently. Professionalism -Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments. Quality- Demonstrates accuracy and thoroughness. Quantity-Meets productivity standards; Completes work in timely manner. Safety and Security- Observes safety and security procedures; Reports potentially unsafe conditions; Uses equipment and materials properly. Adaptability-Adapts to changes in the work environment; Manages competing demands; Changes approach or method to best fit the situation; Able to deal with frequent change, delays, or unexpected events. Attendance/Punctuality- Is consistently at work and on time; Ensures work responsibilities are covered when absent; Arrives at meetings and appointments on time. Dependability - Follows instructions,responds to management direction; Takes responsibility for own actions; Keeps commitments; Completes tasks on time or notifies appropriate person with an alternate plan. QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below 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. EDUCATION and/or EXPERIENCE High school diploma or general education degree (GED); and two (2) years as a Adult Probation Clerk I; or a minimum of five (5) years-experience in a related public or private legal setting in the State of Washington, or equivalent combination of education and experience. Experience with offenders in either a formal or volunteer setting is desirable. LANGUAGE SKILLS Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals. Ability to write routine reports Jefferson County Job Description: District Court Adult Probation Clerk II Page 4 of 5 and correspondence. Ability to speak effectively before groups of customers or employees of organization. MATHEMATICAL SKILLS Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs. REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral, or diagram form. Ability to deal with problems involving several concrete variables in standardized situations. CERTIFICATES, LICENSES,REGISTRATIONS Valid Washington State Driver's License OTHER KNOWLEDGE, SKILLS AND ABILITIES Knowledge of legal office practices and procedures and legal terminology, and document formats. Ability to operate personal computer and software programs, computer terminal, and standard office machines. Ability to work independently and in a work environment. Ability to secure and impart information accurately. Ability to use tact and judgment in responding to public, law enforcement, offenders, and officials from other agencies. Ability to remain calm and productive in a busy office environment under stressful conditions. Ability to establish and maintain effective working relationships with co-workers,public officials, and the general public. Understands the need for maintaining confidentiality of sensitive information. PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job,the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee frequently is required to stand, walk, sit, and reach with hands and arms. The employee is occasionally required to climb or balance and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 35 pounds. Jefferson County Job Description: District Court Adult Probation Clerk II Page 5 of 5 Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and ability to adjust focus. WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The noise level in the work environment is usually moderate. CAREER LADDER POSITION This position is the senior position in a career ladder for Adult Probation Clerks. The entry level position is Adult Probation Clerk I. Advancement from Adult Probation Clerk Ito Adult Probation Clerk II within the career ladder requires meeting the requirements for Adult Probation Clerk II and a positive recommendation from the Adult Probation Administrator.