Job Details

Probation Clerk

The purpose of this position is to provide administrative support for both the Adult and Juvenile Probation divisions and to assist officers and administrators in the daily activities of the organization. This position fulfills administrative functions for the department in relation to data processing, accounting and communications. Duties include generating documents, data maintenance, credit card statement reconciliation and budget preparation assistance.

This position does not supervise other employees.

Essential duties and responsibilities include:

• Reconciling invoices with credit card statements; accepting and processing Intensive Probation Supervision payments; reconciling client financial accounts with Tax Intercept Program database; troubleshooting and resolving any issues; purchasing office supplies, furniture and other office materials; maintaining office supply inventories.
• Scheduling departmental equipment and vehicle maintenance, generating repair orders and updating information on systems; organizing and scheduling meetings and special events; conducting and participating in special projects and committees; answering, screening and transferring phone calls; opening, sorting and distributing incoming correspondence; handling requests for information and data; receiving and directing visitors and clients.
• May act as Court Clerk in specialized hearings; preparing contracts/directives for clients; recording court orders; assisting in the preparation of departmental budgets; assisting in the follow-up of victim contacts and tracking restitution compliance on probationers; serving as back-up dispatcher for the department.
• Performs other duties as assigned.

Minimum education required: High School Diploma or GED.

Minimum years of directly related experience required: Three (3) years clerical/administrative experience; or equivalent combination of education, training and experience.

Professional credentials required:

• Committee on Judicial Education and Training for the State requires 16 hours of training per year.
• Notary Public Commission in and for the State of Arizona and the County of Gila, preferred.
• Must possess and maintain a valid Arizona Driver's License.

Knowledge required: Database Management; clerical; customer and personal service; mathematics and Federal, State Local Laws, Regulations and Statutes.

Skills required: Active learning; active listening; critical thinking; customer service; problem solving; time management; multi-tasking; typing and data entry. Effective communication in written and verbal forms; writing and completing accurate reports, legal documents and correspondence; assessing and prioritizing multiple tasks, projects and demands; establishing and maintaining effective working relations with co-workers, officers of the court, relevant agencies and the public. Demonstrated computer skills in working with word processing, spreadsheet and email software. Skill in typing with speed and accuracy at a net rate of 50 words per minute from printed copy.

Abilities required: Make sense of multiple data; multi-task; maintain mental wrist-finger speed; maintain calm demeanor in stressful situations and following orders.

Physical demands: Occasionally stands to present and to attend to customers. Constantly sits to complete reports and to operate computers. May be required to lift a maximum of 50 lbs. of work related materials. Constantly requires dexterity for keyboard operation. Incumbents in this position may be required to walk to and from work sites.

Work environment: Incumbents in this position constantly spends time in an office environment, may routinely spend time in a lobby environment. Work is performed in an office or lobby environment where the physical demands require sitting for extended periods of time; occasional lifting of file boxes; frequent use of computers and standard office equipment, may work under stress of deadlines and may encounter irate or disgruntled public.

Safety risk exposure: Incumbents in this position may become exposed to telephone verbal abuse by customers or citizens; individuals with high level of emotional distress, physical danger, blood-borne pathogens and communicable diseases.

Protective gear & safety manuals: Incumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department. Incumbents in this position on occasion may be required to wear rubber gloves.

Consequences of error: Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.