Full Time Administrative Assistant - Probation

Provide confidential clerical and administrative support for the Probation Department. Organize files, create correspondence, and prepare reports or documents. Completes a rage of clerical tasks including managing calendars, sorting mail, preparing invoices, and assisting with event planning.
 

Essential Duties and Responsibilities:

• Greets public, answers phones, and directs clients to appropriate staff.
• Prepares, proofs and processes confidential reports for agency staff.
• Collects, prepares, and distributes incoming/outgoing mail.
• Assists probation staff with a variety of reports and projects.
• Enter client/case information into the agency database.
• Sets up files, closes files, keeps file information current.
• Scans and expunges closed probation files.
• Prepares monthly staff/agent meeting minutes.
• Acts as agency computer resource person in solving basic computer problems and development of forms, graphs, brochures, and power points, etc.
• Assists in preparation of annual comprehensive plan and policy/procedure manual.
• Acts as backup to Office Supervisor (collecting fees, order supplies, code claim sheets, etc.) when absent.
• Maintains and keeps forms and manuals updated.
• Supervises clients in the lobby or in the detention room, assists in supervising clients working in the building performing community service.
• Attends workshops and training as needed to maintain job responsibilities.
• Works closely with probation staff, clients, Court Administrator staff, law enforcement records, and general public.
• Other duties as assigned or apparent.
• Regular attendance is required.
• Attending meetings and training, as needed.

Qualifications:

Education
Must have a high school degree and one of the following:

• Legal Secretary Certificate; or
• Two years full-time experience in the corrections/legal clerical field
• Three years full-time experience in the clerical field.

Requirements

• Must possess a valid driver’s license and be able to drive in the state of Minnesota.
• Pass criminal history check.
• Administrative experience.
• Knowledge of legal system preferred.
   

Knowledge, Skills and Abilities:

• Bookkeeping skills
• Experience with Microsoft support and maintenance.
• Above average word processing/computer skills.
• Scan and process records according to retention schedule.
• Excellent inter-personal communication, written, and verbal communication skills.
• Above average knowledge of basic computer and technical skills.

Position is a Grade 3 with an entry level hourly wage range of $22.70 to $25.46, DOQ.

EQUAL OPPORTUNITY AFFIRMATIVE ACTION EMPLOYER