Location: Galveston,TX, USA
Description
This position provides basic clerical support within the department. Work is under moderate supervision of the Office Manager receiving instructions initially or on unusual assignments with responsibility for carrying through to completion responsive, accurate, error-free, professional work as required by the department where the responsibilities are fairly routine in nature and procedures are clearly prescribed. Work is evaluated on the basis of demonstrated initiative, adaptability, resourcefulness and efficiency in accomplishing secretarial duties.
Job Responsibilities
* Processes all paper referrals and Class C 's received through department: Enter police reports into JCMS, make copies of police reports into JCMS, make copies of police reports and enter into the 401, give original paperwork to the Court Coordinator when working for the Administrative Clerk.
* Completes paperwork on new probationers; pull all paperwork, prepare files, update JCMS and give file to Probation Officer on an as needed basis.
* Completes paperwork on present probationers, pull all paperwork, update JCMS and give file to Probation Officer on an as needed basis.
* Inputs all court orders in JCMS correctly, Supervision, Behavioral Health, Maysi, Referral, Fees.
* Inputs into JCMS all monies received from probationers ( I.E., probation fees, court fees, restitution, attorney's fees, child support), when working for the Administrative Clerk.
* Updates data in JCMS on deferred prosecution cases.
* Enters into JCMS Maysi scores.
* Inputs information from petitions, screening sheets, court documents into JCMS accurately.
* Notarizes community service medical consent forms, affidavits, and similar documents.
* Types and prepares a variety of reports as requested or required.
* Assists in composing and typing correspondence and various reports of a routine and non-technical nature based upon oral instructions, brief notes, or information which is readily available in files and records of the office.
* Type violation reports, common applications, dismissals and any correspondence from Probation Officers.
* Inputs Community Service Hours information into JCMS.
* Receives status update forms from the probation officers to input information into JCMS.
* Prepares monthly report on past due fees and turn into the Deputy Director-Casework.
* Processes all referrals received through intake, create detention files if needed; enter referral into JCMS; make copies of all referrals, distribute referral to probation officer if on probation or file in appropriate location when the Juvenile Records Technician-Detention is out on vacation or call-in.
* Receives visitors and directs to appropriate personnel.
* Answers telephones, directing calls and taking messages as appropriate.
* Processes all incoming and outgoing mail in the absences of the Administrative Secretary and Administrative Clerk.
* Provides assistance to department personnel as requested or required.
* Performs standard office duties including faxing, copying, and shredding as requested.
* Answers inquiries from personnel knowledge or from information in office files, or refer to the supervisor or others as appropriate, as needed.
* Performs miscellaneous related duties as required. Assisting the Office Manager, Superintendent, and Deputy Director-Detention, Deputy Director-Casework as needed.
* Able to react to change productively and handle other essential tasks as assigned.
* Assists Intake Officers with Admission Reports, Receipts of Child, and Detention Orders when working for the Juvenile Records Technician-Detention.
* Files and maintains the organization of the office record keeping systems. Assist Administrative Clerk in clearing out 19 YOA folders and reports.
* Provide technical and maintenance support, along with administrative functions, at the front desk to help ensure the smooth operation of the assigned department.
Minimum Qualifications
Must have a High School Diploma or G.E.D. and at least two (2) years of experience in general experience. General experience is defined as typing, stenographic, or general clerical work, or any combination of these. At least six (6) months of this experience must have consisted of (or included in addition to typing, stenography, or routine clerical work) work which demonstrated possession of ability to perform secretarial work at the journeymen level.
KNOWLEDGE, SKILLS, AND ABILITIES
* Working knowledge of the preparation and interpretation of statistical, technical, and narrative reports regarding department activities.
* Working knowledge of Galveston County government, geography, economics, demographics, politics, policies, and procedures.
* Working knowledge of county department operations, organization, accountability, and responsibility.
* Working knowledge of purposes, principles, and terminology related to department functions.
* Working knowledge of basic computer hardware and software applications.
* Skill in performing mathematical calculations.
* Ability to operate common office equipment and machinery, including photocopier, facsimile machine, computer, and typewriter.
* Working knowledge of the purposes, principles, terminology, and practices employed in juvenile justice, detention center administration, the legal system, and the judicial process.
* Working knowledge of local and state law, procedures, and policies as they relate to the mission of the department and the county.
* Working knowledge of the juvenile justice and court system, its employees, and its operation.
* Typing skills of 50 w.p.m.
* Basic computer skills and knowledge of various office machines, such as: calculator, copy machine, fax machine, etc.
* Ability to interpret complete written material; establish and maintain effective personal relationships in a work situation, communicate fluently, both written and oral, in English; and work independently.
* Good Interpersonal skills.
* Must demonstrate possession of loyalty, integrity, and discretion.
* Must have the capacity and willingness to accept responsibility.
WORKING CONDITIONS
Overall normal office environment. The following Physical Demands would exist in the every day duties of the job: Standing (05%), Walking (15%), and Sitting (75%), Lifting/Carrying (of 1-15 lbs.), Stooping, Kneeling, Reaching, and Handling (of files and supplies) in order to carry out the responsibilities of the job. Acute Hearing needed in order to respond to the public and carry out receptionist duties.
CONFIDENTIALITY
This position has access to juvenile's criminal records, social histories, school records, psychological evaluations, psychiatric evaluations, etc.
ACKNOWLEDGEMENT
Upon job offer, applicant must be able to pass background check, drug test and psychological exam. NCIC and TCIC subject to annual review.
Agency Galveston County
Department Juvenile Justice Address 6101 Attwater Avenue
Texas City, Texas, 77590