Part-time Administrative Assistant- Adult Probation and Pre-Trial - Bannock County

Purpose of Class

Performs administrative support for the Adult Probation & Pretrial Director and the Adult Probation & Pretrial staff; performs related work as required.

Primary Function

This is a clerical and administrative support position with the principal function to provide administrative support to Adult Probation & Pretrial department. Major duties include creating and maintaining files and spreadsheets, entering data into various software programs, maintaining clerical records and logs, gathering information and providing statistics as required, setting priorities, and monitoring the calendar. Other duties will include typing and preparing correspondence and documents. The work is performed under the supervision of the Adult Probation & Pretrial Director, with considerable latitude for the exercise of independent judgment and initiative. The principal duties of this class are performed in a general office environment.

Essential Duties and Responsibilities(may vary by assignment)

• Reliably gather and disseminate information necessary for the efficient functioning of Adult Probation & Pretrial staff;
• Create and maintain Excel spreadsheets to track and gather information;
• Provide accurate data entry into Odyssey, Excel and other tracking systems;
• Gather information for creating statistical and financial reports;
• Maintain and create electronic files as necessary;
• Create, transcribe, type and proof files, memos, letters and documents of a confidential nature;
• Maintain department policy and procedure manuals;
• Operate standard and specific office equipment such as computer, copier, fax, scanner, ect.
• Use computer to research documents, obtain information and enter data;
• Maintain specific files as directed;
• Create, maintain and close electronic files, records and documents including projects and programs;
• Perform all work duties and activities in accordance with Adult Probation & Pretrial policies, procedures and safety practices;
• Maintain stats for Public Safety Assessment data tracking and compile reports regularly on that data as directed by Adult Probation & Pretrial Director
• Maintain stats for probation officer caseloads monthly in Excel and provide graphs, reports, ect as needed to Judges and Adult Probation & Pretrial Director.

Other Duties and Responsibilities

• Assist Adult Probation & Pretrial Chief Probation Officer and Section Supervisor with duties assigned
• Cover front desk duties when needed, in Administrative Assistant's absence.

Competencies

Ability to:

• Maintain important records efficiently and accurately and prepare clear and concise reports;
• Maintain confidentiality and be reliable and timely in work assignments;
• Be a team player and cover other department duties when necessary;
• Maintain a professional demeanor during extreme stress, volatile and hostile situations;
• Learn various functions of Adult Probation & Pretrial and office practices;
• Perform basic bookkeeping and mathematical functions;
• Make decisions where established policy and procedures do not always apply;
• Answer incoming phone calls, greet the public, assist and provide referrals to other departments or staff as needed;
• Maintain effective working relationships with other agency employees, supervisory personnel, state, local elected or appointed officials and the public;
• Work independently and make appropriate decisions when supervision is not readily available;
• Perform a wide variety of duties and responsibilities with accuracy and speed under the pressure of time-sensitive deadlines;
• Understand and follow oral and/or written policies, procedures and instructions;
• Communicate effectively both orally and in writing;
• Use logical and creative thought processes to develop solutions according to written specifications and /or oral instructions.

Knowledge of:

• Idaho code relative to duties and responsibilities;
• County department functions and relationship to one another;
• Operation and routine maintenance of standard and specialized office equipment;
• Operate and be accurate in the use of personal computer including software applications appropriate to assigned duties;
• Time management practices;
• Planning and organizational skills;
• English grammar, spelling, punctuation and composition;
• Customer service practices and procedures including good phone etiquette;
• County government administrative practices and procedures;
• Current office practices and procedures.

Acceptable Experience and Training

• High school diploma or GED equivalency is required and technical certificate in secretarial science, general business, or a related field is preferred;
• Two (2) years progressively responsible office experience providing exposure to County administrative processes and complex secretarial duties is required; or
• Any equivalent combination of experience and training which provides the knowledge and abilities necessary to perform the work.
• Must be proficient in Excel.

Special Qualifications

• Idaho driver's license is required.

Essential Physical Abilities

• Sufficient clarity of speech and hearing, with or without reasonable accommodation, which permits the employee to discern verbal instructions and communicate effectively on the telephone and in person;
• Sufficient visual acuity, with or without reasonable accommodation, which permits the employee to comprehend written work instructions and review and prepare documents and file them in a prescribed order, and organize documents and materials;
• Sufficient manual dexterity, with or without reasonable accommodation, which permits the employee to operate a personal computer and other office equipment and operate a motor vehicle;
• Sufficient personal mobility, agility, flexibility, and physical reflexes, with or without reasonable accommodation, which permits the employee to work at a keyboard for an extended period of time and work in an office environment.

Bannock County is an Equal Opportunity Employer.

Veteran's Preference Given Pursuant to Idaho Code.