Secretary

POSITION Secretary DEPARTMENT St. Joseph County Adult Probation Department WORK SCHEDULE Monday - Friday 8am to 430pm SALARY 36036 STATUS Full-time FLSA STATUS Non-Exempt DATES Remains open until position is filled. To perform this position successfully an individual must be able to perform each essential function. The requirements listed in this document are representative of the knowledge skill andor abilities required. St. Joseph County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job unless those accommodations would present an undue hardship. Incumbent serves as Secretary for the St. Joseph County Adult Probation Department and is supervised by and reports to the Chief Probation Officer. Incumbent is responsible for clientpaperwork processing answering phone calls assisting probation officers and greeting and processing visitors. BenefitsAffordable Medical Dental and Vision Plans Paid Time Off PTO with generous accruals Employer Paid Life Insurance coverage Short-Term and Long-Term Disability STDLTD Flexible Spending Accounts FSA for healthcare and dependent care Gym Membership Discounts to encourage wellness Employer-Funded PERF Public Employees Retirement Fund Access to additional voluntary benefits and resources ResponsibilitiesPerforms Secretary duties including answering phones and questions scanning and processing of documents directing calls providing information scheduling appointments greeting visitors and clients ensuring clients sign-in and notifying Probation Officers of clients arrivals. Incumbent performs a variety of relatively standard administrative duties according to the established practices and procedures of the department exercising personal judgment and taking action in determining and implementing the best methods to achieve desired results. Work is reviewed for adherence to instructionsguidelines technical accuracy and compliance with department policies. Errors in work are primarily prevented through prior instructions from a supervisor but could result in loss of time to correct the error and inconveniences to other agencies or the public. Scans case information and incoming and outgoing mailcorrespondence including verification letters referrals court orders and related documents violation reports faxes emails and U.S. mail prior to distributing it to Probation Officers files or mail carriers. Indexes scanned documents into digital database ensuring proper organization by assigning correct case number and document type to the file. Meets with clients as needed to gather and disburse information including but not limited to confidential and demographic information. Incumbent maintains frequent contact with co-workers clients other County departments Court personnel County Jail and members of the general public for the purposes of exchanging information and coordinating activities. QualificationsAbility to effectively communicate orally and in writing with co-workers clients other County departments Court personnel County Jail and members of the general public in a courteous and tactful manner including being sensitive to professional ethics gender cultural diversities and disabilities. Ability to learn and use all software systems utilized by the St. Joseph County Adult Probation Department. Ability to read write and speak English and understand memorize retain and carry out written or oral instructions and present findings in oral or written form. Ability to work with others in a team environment and alone with minimum supervision on several tasks at the same time often under time pressure. 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 provide public access to or maintain confidentiality of department information and records according to state requirements. EducationExperienceHigh school diploma or GED. Prior experience in computers required. Prior clerical experience preferred. Must be at least 18 years of age. Physical RequirementsIncumbent performs majority of duties in a standard office environment including sitting for long periods sittingstandingwalking at will liftingcarrying objects under 25 pounds crouchingkneeling bending reaching handlinggraspingfingering objects close vision and hearing soundscommunication.