Civil Service Status:  Unclassified

FLSA Status:  Non-Exempt (Hourly Based)

Department:  061- A.C.C.E.S.S. Center/Community Control Department

Appointment Status:

• Full Time

Schedule:

• The payroll work week runs Thursday through the following Wednesday
• General business hours are 8:00 AM to 5:00 PM.
• Scheduled hours may vary due to operational needs of the A.C.C.E.S.S. Center, however, they are typically 8:00am-4:30pm or 9:00am-5:30pm.

Base Salary: 

• $19.00 per hour
• Current Employees moving from one base salary to another will have their current salary adjusted by the difference between the two bases.
• This position is paid bi-weekly on every other Wednesday.

Supervision of Staff:

• None

Table of Organization:

• Direct Supervisor: Deputy Director of Community Control, Director of Community Control

DISTINGUISHING JOB CHARACTERISTICS:

Under the direction of the Deputy Director of Community Control and Director of Community Control, performs expanded secretarial and administrative tasks for the A.C.C.E.S.S. Center / Community Control Department. 

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Assists with the distribution of paperwork for youth involved with the A.C.C.E.S.S. Center/ Community Control Department
• Composes routine correspondence for signatures
• Coordinates meetings and conferences
• Coordinates training registration and travel arrangements
• Coordinates all work relating to O.D.Y.S. commitments
• Coordinates probation supervision transfers to other counties
• Completes initial research for A.C.C.E.S.S. referrals
• Prepares documents for the terminations of A.C.C.E.S.S. / Community Control supervision
• Types and creates various correspondence, forms and reports
• Proofreads typed documents for error and makes necessary corrections
• Prepares Judgment Entries and Motions as required
• Answers telephone and/or greets visitors
• Maintains order in A.C.C.E.S.S. Center Lobby
• Gathers, compiles and summarizes statistical data regarding youth involved with the A.C.C.E.S.S. Center / Community Control
• Searches, retrieves and files documents into established filing system
• Maintains accurate, up-to-date records reflecting case histories, court dates and related data
• Gathers, compiles and summarizes statistical data regarding O.D.Y.S. commitments and other programs operated by this Court / Community Control
• Executes paraprofessional services as directed by management
• Maintains up-to-date calendars and contacts for the current school year on all Allen County schools
• Handles calls and collects appropriate information from youth, families and other agencies for A.C.C.E.S.S. Center referrals and completes required paperwork

OTHER DUTIES AND RESPONSIBILITIES:

• Performs expanded secretarial duties to relieve management of routine administrative tasks
• Provides information of a routine nature, resolves minor problems and routes calls/visitors to proper authority
• Attends departmental and other staff/program meetings
• Screens telephone calls

SCOPE OF SUPERVISION

• None

EQUIPMENT OPERATED

• Telephone
• County vehicle
• Computer
• Copier
• Calculator
• Scanner
• Fax machine
• General office equipment

CONTACT WITH OTHERS

• General public
• Attorneys
• Court employees
• Social agency personnel
• Law enforcement personnel
• School personnel
• Ohio Department of Youth Services personnel
• Other County and State Court personnel

CONFIDENTIAL DATA

All information, files, images, communications, documents, electronic data, etc. is to be considered confidential in nature unless otherwise indicated. Release of any information must be in accordance with policy or under direction from the Judge, Court Administrator or Department Head.

All employees of the Allen County Juvenile Court are required to sign a confidentiality agreement.

WORKING CONDITIONS

Typical work environment includes an office setting with good working conditions. This role may involve exposure to potentially challenging or high-risk/hostile situations and thus requires a strong ability to assess and manage potential risks.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: 

• Agency policies and procedures
• Departmental operations, functions and procedures
• Court processes and procedure
• Microsoft Word and Excel

Ability to: 

• Exercise sound judgment in dealing with various administrative tasks
• Develop and maintain effective working relationships with associates, supervisors, youth and general public
• Originate aesthetically pleasing and functional typing format
• Identify and correct typographical errors
• Communicate effectively both in written and verbal form
• Organize documents alphabetical, numerical and by subject order
• Follow oral and written instruction

Skill in:    

• Prioritization and problem solving
• Developing spreadsheets and creating forms
• Operation of job related office equipment
• Attention to detail

QUALIFICATIONS

An appropriate combination of education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills and abilities.  An example of an acceptable qualification is:  Two (2) year Associate Degree from an accredited college or university in Business, Office Management or a related field and/or completion of secondary education through attainment of high school diploma, GED or equivalent, and experience which indicates a knowledge of secretarial sciences and departmental operations.  Demonstrates mastery and competence of all duties required.

Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.

LICENSURE OR CERTIFICATION REQUIREMENTS

• None

DISCLAIMER

This job description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filling this position, who will be required to follow instructions and perform any duties required by the employee's supervisor or designee.

To Apply: Email resumes to Trent.Wise@jfs.ohio.gov with “Administrative Assistant – Probate & Juvenile Court” in the subject line.