Pima County
Job Posting
Provide administrative/clerical support to office supervisors, probation and surveillance officers, and unit supervisors in the supervision of adult probationers within the Adult Probation Department. Assist with the process of receiving and establishing new case files, completing appropriate forms for officers such as warrants and petitions; updating, transferring or terminating case files. Perform a variety of duties within associated court order deadlines. Hiring Rate: $17.13 Hourly
Essential Functions:
Assist probation officers and/or supervisors by establishing new probationer automated case files in APETS database. Verify and enter information from minute entries, criminal history data and information from other applicable documents. Prepare various documents for officers such as bench warrants, forms for petition hearings, community agency referrals, and correspondence to agencies and persons related to the case. Request initial disclosure and victim information from the Pima County Attorney's Office. Enter victim data into APETS; mail victims applicable information depending on address availability; prepares daily documents and track statistical information regarding victims. Provide docket card on new cases for file and the terminal room which is utilized for the National Crime Information Center (NCIC) records check in order to provide accurate information to assist in the creation of presentence reports. Prepare and distribute documents in the required time frame both electronically and via interoffice mail. Respond to a variety of requests for probationer information from officers, criminal justice and law enforcement agencies using a desktop computer, windows software, databases, and agency websites to search and retrieve information. Collect DNA samples and fingerprints from defendants with felony sentences; complete the associated paperwork; mail collected samples and paperwork according to the chain of custody rules. Assist probation officers with ad hoc reports; look up missing probationer information; troubleshoot APETS database for information, correcting and/or formatting errors on reports, and processing continuance requests. Answer incoming telephone calls in a professional and timely manner using a multi-line automated telephone system; route telephone calls to appropriate persons. Process incoming and outgoing mail; take photographs of probationers; copy, retrieve and return case files as requested. Provide prompt and courteous customer service to walk-in defendants and the public. Minimum Qualifications:
A High School diploma or equivalent G.E.D certificate and three years of administrative/clerical work experience in a professional office environment; OR any equivalent experience, training and/or education approved by Human Resources. Licenses, Certificates & Physical Conditions:
LICENSES AND CERTIFICATES:
Must have a valid Arizona Driver's License on the date of appointment. PHYSICAL DEMANDS/WORKING CONDITIONS:
Typically performs duties in an office environment and may lift materials and/or equipment 20 lbs or less. Additional Responsibilities/Duties:
May participate on a committee and act on behalf of the unit representative on topics such as new administrative office procedures, technology updates, implementation of new forms, and/or problem solving issues of notifications and workflow. Assist with coverage of incoming telephone calls and possibly reception desk coverage. Perform related duties and projects as assigned May perform courier duties on foot or by driving a county vehicle to deliver and pick up files and documents to other government agencies or Adult Probation's satellite offices. Knowledge, Skills, and Abilities:
Must have knowledge of general office procedures in a professional office environment, knowledge of legal documents, record keeping and retention practices, and record filing practices. Must have knowledge of business English and the accurate use of punctuation, grammar, and spelling. Must have skills in data entry, typing legal forms, correspondence, proofreading and editing documents, filing and purging documents, and setting priorities in the processing of legal documents. Keyboarding skills at acceptable speed for a particular assignment may be required. Must have skills to research information, analyze data for accuracy and completeness and use in reports or forwarding on to officers. Must have the skills to use office equipment including desktop computer with Microsoft office software, facsimile machine, photocopier, calculator, and cameras for photographs. Must have written and oral communication skills to effectively address diverse range of internal and external customers and contacts. Distinguishing Characteristics:
This is a classified position that may report to either a Probation Unit or Office Supervisor. This position performs duties under general supervision and has no supervisory responsibilities. Benefits: The Arizona Superior Court in Pima County and the Pima County Juvenile Court Center offer the same benefits as those offered to other employees working for Pima County. We offer a competitive benefits package to benefits eligible employees, which includes medical, dental, life insurance, flexible spending accounts, paid vacation and sick leave. Some benefits require contributions by employees in addition to contributions made by the employer. Please see the link below for a complete description of the offerings. Retirement Plan participation is mandatory for all eligible employees to include a mandatory pre-tax pay deduction. Current rates can be viewed here: ASRS Contribution Rates. The program will provide up to $5,250 per calendar year towards the cost of tuition, required books, registration fees, and laboratory fees. The Employee's lifetime maximum benefit would be for reimbursement of one Bachelor's degree and one Master's degree. Full-time employees of government organizations may be able to receive student loan forgiveness under the Public Service Loan Forgiveness Program. For more information click Student Loan Forgiveness | Federal Student Aid.
Provide administrative/clerical support to office supervisors, probation and surveillance officers, and unit supervisors in the supervision of adult probationers within the Adult Probation Department. Assist with the process of receiving and establishing new case files, completing appropriate forms for officers such as warrants and petitions; updating, transferring or terminating case files. Perform a variety of duties within associated court order deadlines. Hiring Rate: $17.13 Hourly
Essential Functions:
Assist probation officers and/or supervisors by establishing new probationer automated case files in APETS database. Verify and enter information from minute entries, criminal history data and information from other applicable documents. Prepare various documents for officers such as bench warrants, forms for petition hearings, community agency referrals, and correspondence to agencies and persons related to the case. Request initial disclosure and victim information from the Pima County Attorney's Office. Enter victim data into APETS; mail victims applicable information depending on address availability; prepares daily documents and track statistical information regarding victims. Provide docket card on new cases for file and the terminal room which is utilized for the National Crime Information Center (NCIC) records check in order to provide accurate information to assist in the creation of presentence reports. Prepare and distribute documents in the required time frame both electronically and via interoffice mail. Respond to a variety of requests for probationer information from officers, criminal justice and law enforcement agencies using a desktop computer, windows software, databases, and agency websites to search and retrieve information. Collect DNA samples and fingerprints from defendants with felony sentences; complete the associated paperwork; mail collected samples and paperwork according to the chain of custody rules. Assist probation officers with ad hoc reports; look up missing probationer information; troubleshoot APETS database for information, correcting and/or formatting errors on reports, and processing continuance requests. Answer incoming telephone calls in a professional and timely manner using a multi-line automated telephone system; route telephone calls to appropriate persons. Process incoming and outgoing mail; take photographs of probationers; copy, retrieve and return case files as requested. Provide prompt and courteous customer service to walk-in defendants and the public. Minimum Qualifications:
A High School diploma or equivalent G.E.D certificate and three years of administrative/clerical work experience in a professional office environment; OR any equivalent experience, training and/or education approved by Human Resources. Licenses, Certificates & Physical Conditions:
LICENSES AND CERTIFICATES:
Must have a valid Arizona Driver's License on the date of appointment. PHYSICAL DEMANDS/WORKING CONDITIONS:
Typically performs duties in an office environment and may lift materials and/or equipment 20 lbs or less. Additional Responsibilities/Duties:
May participate on a committee and act on behalf of the unit representative on topics such as new administrative office procedures, technology updates, implementation of new forms, and/or problem solving issues of notifications and workflow. Assist with coverage of incoming telephone calls and possibly reception desk coverage. Perform related duties and projects as assigned May perform courier duties on foot or by driving a county vehicle to deliver and pick up files and documents to other government agencies or Adult Probation's satellite offices. Knowledge, Skills, and Abilities:
Must have knowledge of general office procedures in a professional office environment, knowledge of legal documents, record keeping and retention practices, and record filing practices. Must have knowledge of business English and the accurate use of punctuation, grammar, and spelling. Must have skills in data entry, typing legal forms, correspondence, proofreading and editing documents, filing and purging documents, and setting priorities in the processing of legal documents. Keyboarding skills at acceptable speed for a particular assignment may be required. Must have skills to research information, analyze data for accuracy and completeness and use in reports or forwarding on to officers. Must have the skills to use office equipment including desktop computer with Microsoft office software, facsimile machine, photocopier, calculator, and cameras for photographs. Must have written and oral communication skills to effectively address diverse range of internal and external customers and contacts. Distinguishing Characteristics:
This is a classified position that may report to either a Probation Unit or Office Supervisor. This position performs duties under general supervision and has no supervisory responsibilities. Benefits: The Arizona Superior Court in Pima County and the Pima County Juvenile Court Center offer the same benefits as those offered to other employees working for Pima County. We offer a competitive benefits package to benefits eligible employees, which includes medical, dental, life insurance, flexible spending accounts, paid vacation and sick leave. Some benefits require contributions by employees in addition to contributions made by the employer. Please see the link below for a complete description of the offerings. Retirement Plan participation is mandatory for all eligible employees to include a mandatory pre-tax pay deduction. Current rates can be viewed here: ASRS Contribution Rates. The program will provide up to $5,250 per calendar year towards the cost of tuition, required books, registration fees, and laboratory fees. The Employee's lifetime maximum benefit would be for reimbursement of one Bachelor's degree and one Master's degree. Full-time employees of government organizations may be able to receive student loan forgiveness under the Public Service Loan Forgiveness Program. For more information click Student Loan Forgiveness | Federal Student Aid.