 |
|
|
|
Department / Division: Probation Services / Superior Court
FLSA STATUS: Non-Exempt
CLASSIFICATION: Non-Personnel System
PAY GRADE: 11
Purpose of Job
The purpose of this job is to provide administrative, secretarial,
receptionist, bookkeeping and general office support to the County
Probation Services Office. Provides information, processes and maintains
records, issues and prepares purchase orders, prepares reports and
correspondence, assists with payrollbudget functions, greets visitors,
distributes mail, resolves scheduling conflicts. Performs other duties as
assigned.
Essential Duties and Responsibilities
The following duties are normal for this job. These are not to be
construed as exclusive or all-inclusive. Other duties may be required and
assigned. Coordinates, compiles, and assists in preparing annual operating and
capital budgets and monitors expenditures on a daily basis. Prepares statistical reports requiring the use of a computer. Conducts periodic audits of various funds. Coordinates and oversees the preparation of office payroll and processes
Human Resources documents, including P.O.S.T., GCIC and other
documentation. Assists internal auditors during audit of financial matters. Maintains miscellaneous files and indexes miscellaneous correspondence. Resolves citizen complaints andor questions. Prepares deposit records and maintains all payment records. Maintains petty cash account and makes disbursements. Prepares case files on court calendar for forwarding to the appropriate
Court, including the retrieval, review, and organization of documentation
as required. Types petitions, warrants, and other documentation to be submitted to the
court and assumes responsibility for correctness of spelling, punctuation,
format, and grammar. Maintains an accurate record of case files, indicating the location of
file, prosecutor assigned to case, and status of case. Compiles and types various reports and correspondence. Answers incoming telephone calls and directs to appropriate personnel. Makes copies of documentation submitted by probations for filing and
forwards to appropriate personnel. Enters data from case files into computer database in the specified format
displayed and compares data entered into computer with original case file
to verify accuracy. Logs court dates on case file jackets for daily assimilation of files
required by the court calendar. Obtains criminal histories utilizing the Georgia Crime Information Center
computer. Performs other related duties as required.
Knowledge, Skills and Abilities
Has general knowledge of Georgia law and government policies, court
procedures, and activities of the office as they pertain to the performance
of duties relating to the position of Administrative Secretary. Has the
ability to compile, organize, prepare and maintain an assortment of
records, reports and information in an effective manner and according to
office andor governmental regulations. Has comprehensive knowledge of the
terminology used within the department. Has the ability to communicate
effectively with supervisors and other staff members. Has the ability to
use independent judgment in routine and non-routine situations. Has the
mathematical ability to handle required calculations. Is able to utilize
and understand computer applications and techniques as necessary in the
completion of daily assignments. Has the ability to plan, organize andr
prioritize daily assignments and work activities. Is able to comprehend
laws and apply regulations and procedures of the department. Ability to
utilize and understand computer applications and techniques as necessary in
the completion of daily assignment. Ability to learn and comprehend
specific tasks performed on the Georgia Crime Information Center computer. Must be skilled in the operation of various office equipment including
computers, typewriters, fax machines, and copiers.
Minimum Training and Experience Required to Perform Essential Job Functions
High school diploma or equivalent required with two years of clerical,
bookkeeping or general office related experience required a
VocationalTechnical degree in Accounting, Secretarial Sciences or related
discipline preferred or any equivalent combination of education, training,
and experience which provides the requisite knowledge, skills, and
abilities for this position. Must obtain the GCIC Practitioner
Certification within the first six months of employment.
(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED
TO PERFORM ESSENTIAL JOB FUNCTIONS
PHYSICAL REQUIREMENTS: Must be physically able to operate a variety of
machinery and equipment including computers, typewriters, calculators,
printers, copiers, fax machines, dictation equipment, fingerprint boards,
laminating machines and cameras. Must be able to use body members to work,
move or carry objects or materials. Must be able to exert up to ten pounds
of force occasionally, andor up to five pounds of force frequently. Physical demand requirements are at levels of those for sedentary work.
DATA CONCEPTION: Requires ability to compare and or judge readily
observable functional, structural, or compositional characteristics
(whether similar to or divergent from obvious standards) of data, people,
or things.
INTERPERSONAL COMMUNICATION: Requires the ability to speak andor signal
people to convey or exchange information. Includes giving assignments
andor directions to subordinates and receiving assignmentsdirections from
supervisors.
LANGUAGE ABILITY: Requires ability to read a variety of manuals, Georgia
criminal code books, accounting handbooks, budget reports, N.C.I.C.,
G.C.I.C. reports, Georgia P.O.S.T. agency roster, fingerprint reports,
and informational documentation, directions, instructions, and methods and
procedures. Requires the ability to prepare petty cash reports, account
summary reports, office correspondence, billing statements, tax statements,
statistical reports, applications reports, termination reports, radio call
number reports, employee information reports, requisitions and P.O.S.T. change of status reports using prescribed formats and conforming to all
rules of punctuation, grammar, diction, and style. Requires the ability to
speak to people with poise, voice control, and confidence.
INTELLIGENCE: Requires the ability to learn and understand complex
principles and techniques to acquire and be able to expound on knowledge of
topics related to primary occupation and to make independent judgments in
the absence of management.
VERBAL APTITUDE: Requires the ability to record and deliver information, to
explain procedures, and to follow oral and written instructions. Must be
able to communicate effectively and efficiently in a variety of
administrative, technical or professional languages including legal,
counseling, accounting, and personnel terminology.
NUMERICAL APTITUDE: Requires the ability to utilize mathematical formulas
add and subtract totals multiply and divide determine percentages interpret
graphs compute discount, interest, profit and loss, ratio and proportion,
etc. and perform calculations involving variables, formulas, square roots,
and polynomials. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper
length, width, and shape, visually with office equipment.
MOTOR COORDINATION: Requires the ability to coordinate hands and eyes in
using police department and office equipment such as computers,
typewriters, calculators, printers, copiers, fax machine, dictation
equipment, fingerprint board, laminating machine and camera.
MANUAL DEXTERITY: Requires the ability to handle a variety of items such as
computers, typewriters, calculators, printers, copiers, fax machine,
dictation equipment, fingerprint board, laminating machine and camera. Must have the ability to use one hand for twisting or turning motion while
coordinating other hand with different activities. Must have minimal
levels of eyehandfoot coordination.
COLOR DISCRIMINATION: May require the ability to differentiate between
colors and shades of color.
INTERPERSONAL TEMPERAMENT: Requires the ability to deal with people beyond
giving and receiving instructions. Must be able to perform under moderate
stress when confronted with an emergency.
PHYSICAL COMMUNICATION: Requires the ability to talk andor hear: (Talking
- expressing or exchanging ideas by means of spoken words). (Hearing -
perceiving nature of sounds by ear). Must be able to communicate via
telephone.
DISCLAIMER: THE INFORMATION CONTAINED ON THIS WEBSITE IS PROVIDED "AS IS" AND WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES REGARDING THE ACCURACY OR COMPLETENESS OF THE INFORMATION CONTAINED ON THIS SITE OR IN ANY REFERENCED LINKS. [ Read More ]
|
|
|
