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HomeMy WebLinkAboutTherapeutic Courts Program AssistantJefferson County Job Description: Therapeutic Courts Program Assistant Page 1 of 4 Jefferson County Job Description Job Title: Therapeutic Courts Program Assistant Department: Superior & District Courts Reports to: Therapeutic Courts Coordinator FLSA Exempt: No Union: UFCW BBP: No Salary Level: Approved By: Grade 26 Human Resources Director Approved Date: June 2022 SUMMARY: Performs administrative and technical support for the Jefferson County Therapeutic Courts Program. Aids Therapeutic Court Coordinator by gathering court and client information, researching, documenting and reporting on community resources; and attending court appearances. Provides additional organizational support related to coordinating resources and materials for therapeutic court participants and assists in providing information regarding training needs of therapeutic court team members. Duties include responsibility for providing information and assistance and highly confidential functions as provided by statute, by performing the following duties. This position receives supervision and guidance from the Therapeutic Courts Coordinator. ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned: Serves as office receptionist; greets participants and general public in person or by phone; ascertains the nature of business and may obtain routine information; provides standard information to general questions concerning therapeutic court matters; and, routes calls to appropriate staff. Serves as an informational conduit for participants and team members. Opens and prepares all case files, assembles all necessary forms and information, and prepares initial information including criminal history for pre-screen risk/needs assessment. Updates participant data on a weekly basis. Creates weekly reports and customized reports as needed for therapeutic courts on active cases. Enters, updates, retrieves and processes data in computer program. In coordination with the Therapeutic Court Coordinator, prepares required reports for Washington State Administrative Office of the Courts, L&I, etc. Participates in the process of hardware/software selection and updates/upgrades for monitoring client compliance and progress and overall therapeutic court evaluation. Keeps accurate records of all participant lists, including all levels of supervision. Closes files when participants have complied with all conditions. 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. Schedules appointments for the Therapeutic Courts Coordinator or others to whom assigned. 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. Assists in the planning and developing of methods, layouts, arrangements, filing systems and other details of the secretarial function as directed or requested. Jefferson County Job Description: Therapeutic Courts Program Assistant Page 2 of 4 Indexes and files correspondence, reports, and other materials according to a prescribed breakdown and organization. Performs simple classification of material when proper classification is not immediately discernible. Observes urinalysis specimen tests when appropriate. Keeps an accurate log of all urinalysis test results. Obtains driving and criminal records for office use May be called to testify in court for hearings. This requires an articulate and methodical order of speech. Arranges sites for .community service at nonprofit organizations (infractions only). Sends the participant the proper paperwork and notifies Therapeutic Courts Coordinator that this arrangement has been made. Assists with Electronic Home Detention (EHD) participants. May perform field visits with the Therapeutic Courts Coordinator or other authorized staff, assists in hooking up offenders on EHM. Monitors EHM participants when the Therapeutic Courts Coordinator is unavailable, including scheduling changes, removing equipment, and preparing violations to the Court. Provides support to the Therapeutic Courts Coordinator for all program development and trainings of therapeutic court team members. Schedules meetings, prepares documents, orders and organizes all supplies, materials and manuals needed for trainings. Participates in the creation and facilitation of trainings. Researches and communicates continuing education opportunities to team members. Coordinates therapeutic court graduation events and ongoing team meetings. Prepares agendas, files and distributes minutes for official records. In coordination with Therapeutic Courts Coordinator and therapeutic court team members, creates and revises promotional materials. Monitors web presence and updates content frequently. Responds to inquiries about the program from service providers and the community, disseminates information and materials. Distributes publicity materials. Escalates concerns to Therapeutic Courts Coordinator when appropriate. SUPERVISORY RESPONSIBILITIES: This job has no supervisory responsibilities. COMPETENCY: To perform the job successfully, an individual should demonstrate competency in the following: Problem Salving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; uses reason even when dealing with emotional topics; skill in assessing, evaluating, analyzing, identifying and recommending solutions to complex problems. Technical Skills - Pursues training and development opportunities; strives to continuously build knowledge and skills; shares expertise with others. Customer Service - Manages difficult or emotional customer situations in a professional manner; responds promptly to customer needs; responds to requests for service and assistance. Interpersonal Skills - Maintains confidentiality; and otherwise acts in a professional manner; demonstrates knowledge of, and empathy for, low income and diverse population groups. Oral Communication - Speaks clearly and persuasively in positive or negative situations; listens and gets clarification; responds well to questions; participates appropriately in meetings; demonstrates effective public speaking skills. Written Communication - Writes clearly and informatively; varies writing style to meet needs; able to read and interpret written information. Teamwork - Supports everyone's efforts to succeed. Diversity - Demonstrates knowledge of EOE policy; demonstrates respect for all people regardless of socioeconomic background, culture, religion, sexual orientation, age, disability or gender. Jefferson County Job Description: Therapeutic Courts Program Assistant Page 3 of 4 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; supports affirmative action and respects diversity. Planning/ ftanizing - Uses time efficiently. Professionalism - Follows through on commitments; presents professionally in a courtroom environment. uali - Demonstrates accuracy and thoroughness; monitors own work to ensure quality. uanti - Meets productivity standards; completes work in timely manner; works quickly. Safety and SecurLV - Observes safety and security procedures; reports potentially unsafe conditions; uses equipment and materials properly. Adaptability - Adapts to changes in the work environment; 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; keeps commitments; completes tasks on time or notifies appropriate person with an alternate plan. Initiative - Shows initiative by asking for and offering help when needed. 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: Bachelor's Degree from an accredited four- year college with major course work in Social Services, Psychology, Criminal Justice, Child Welfare or related studies and a minimum of two (2) years experience working in child welfare, juvenile justice, criminal justice or social service setting preferred, but may be substituted with an Associates Degree (AA) in Social Services, Psychology, Criminal Justice or Child/Family related studies and a minimum of four (4) years experience working in a child welfare, juvenile justice, court or social service setting; or, equivalent combination of education and experience. LANGUAGE SKILLS: Ability to read and interpret documents such as legal pleadings, court orders, operating instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively in a court environment and before groups of volunteers. 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 graphs. REASONING ABILITY: Ability to apply common sense understanding to carry instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variable in standardized situations. Ability to review and analyze data for the purposes of data driven decision making. COMPUTER SKILLS: Knowledge of computers and skill in the demonstrated use of spreadsheet, database, word processing and other software applications used in the operation of the therapeutic courts. CERTIFICATES, LICENSES, REGISTRATIONS: Valid Washington State Driver's License. Jefferson County Job Description: Therapeutic Courts Program Assistant Page 4 of 4 Must pass a criminal history background check. OTHER KNOWLEDGE, SKILLS AND ABILITIES: Ability to have flexibility in work schedule. Duties occasionally include non-standard work hours. Basic knowledge of the child welfare system, child development and family dynamics. Knowledge of the impacts of substance abuse and mental health treatment. Basic editing and copy-editing skills. Basic knowledge of legal practices, procedures, legal terminology and document formats. Basic knowledge of trends and practices in therapeutic courts, training and retention. Knowledge of community resources, their referral processes and services provided. Ability to work independently. Ability to use tact and judgment in responding to therapeutic court participants, therapeutic court team members, coworkers, the public, law enforcement and officials from other agencies. Understand 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 talk or hear. The employee frequently is required to stand; walk; sit; use hands to finger, handle, or feel objects, tools, or controls; and reach with hands and arms. The employee is occasionally required to climb or balance. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, color vision and the 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 not a part of a career ladder.