The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification. Other duties may be required and assigned.
Processes a variety of documentation associated with department/division operations, within designated timeframes and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; maintains computerized and/or hardcopy records.
Assists in coordinating daily activities of assigned department/division; provides support to department/division management staff; coordinates communications and conveys information among department/division personnel; works to independently resolve problems and initiates appropriate action/response.
Answers telephone calls and greets visitors; ascertains nature of business, directs callers/visitors to appropriate personnel, and records/relays messages; retrieves messages from voice mail or answering machine; initiates and returns calls as necessary; relays calls/messages via radio or pager.
Performs customer service functions; provides information/assistance regarding department/division services, activities, locations, procedures, timeframes, documentation, fees, or other issues; distributes forms/documentation as requested; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution.
Receives moneys in payment of various fees/services; records transactions and issues receipts; posts payments into computer; counts and maintains cash drawer; balances revenues and forwards revenues as appropriate.
Coordinates calendar activities for the department; schedules appointments, meetings, conferences, hearings, or other activities; updates calendar on a regular basis and notifies parties involved of changes.
Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for department staff.
Monitors inventory of department/division supplies and forms; ensures availability of adequate materials to conduct work activities; initiates requests/orders for new or replacement supplies; obtains/issues purchase orders.
Processes invoices and vouchers for payment; matches invoices with backup documentation; verifies receipt of goods/services; reviews invoices for accuracy and proper budgetary coding; makes applicable calculations and researches discrepancies; forwards invoices for payment.
Processes and maintains financial records for assigned area; assists in preparing budget documents; assists in monitoring expenditures to ensure compliance with approved budget; identifies potential over-expenditures and brings to attention of management; works with finance division to reconcile discrepancies or coordinate budget transfers; balances charge card statements; balances checkbooks; prepares bank deposits.
Maintains petty cash fund for area of assignment; disburses funds for expenditures as appropriate; ensures proper receipts/documentation of expenditures; balances fund and requests reimbursements as needed.
Processes payroll documentation; generates and distributes timesheets; reviews completed timesheets or time cards for accuracy and completeness; calculates hours work, verifies calculations, and researches discrepancies; enters payroll data into computer; forwards payroll documents for payment; maintains records of attendance, overtime, or leave time; distributes paychecks.
Processes human resources documentation; coordinates completion of new hire forms by new employees; submits completed documentation to human resources department; maintains department personnel files; coordinates meetings and/or distribution of information regarding employee benefits.
Assists in planning and preparing for various meetings, which may include scheduling meeting facilities and equipment, preparing agendas and meeting packets, mailing meeting notices, coordinating food/beverages, recording/transcribing meeting minutes, distributing documentation, maintaining records, or other tasks as necessary.
Writes work orders to report problems or request repair/service; identifies priorities and forwards work orders to appropriate service personnel; notifies management of emergency situations; enters work order data into computer; monitors status of open work orders; maintains files of closed work orders.
Conducts research of department files, court/legal records, database records, electronic data sources, hardcopy materials, Internet sites, or other sources as needed.
Types, composes, transcribes, prepares, or completes various forms, reports, correspondence, lists, charts, budget documents, grant reports, statistical reports, time sheets, service requests, legal documents, case files, victim compensation claims, petitions, motions, subpoenas, warrants, indictments, accusations, orders, arraignment notices, bond forfeitures, interviews, case summaries, brochures, or other documents.
Receives various forms, reports, correspondence, logs, lists, schedules, calendars, payments, bank statements, invoices, vouchers, budget reports, time sheets, applications, citations, incident reports, accident reports, psychological evaluations, victim impact statements, case documentation, court documents, legal documents, complaints, construction plans, catalogs, laws, regulations, ordinances, policies, procedures, manuals, directories, reference materials, or other documentation; reviews, completes, processes, forwards or retains as appropriate.
Operates a computer to enter, retrieve, review or modify data; performs data entry functions by keying data into computer; verifies accuracy of entered data and makes corrections; utilizes word processing, spreadsheet, database, bookkeeping, case management, presentation, desktop publishing, calendar, Internet, e-mail, or other programs.
Maintains file system of various files/records for the department/division; prepares and sets up files; sorts/organizes documents to be filed; files documents in designated order; retrieves/replaces files; shreds/destroys confidential or obsolete documents.
Performs general clerical tasks, which may include making copies, sending/receiving faxes, updating department documentation, sorting/distributing incoming mail, or processing outgoing mail.
Performs basic maintenance of computer system and general office equipment, such as backing up data or replacing paper, ink, or toner; coordinates service/repair activities as needed.
Communicates with supervisor, employees, other departments, County officials, court personnel, attorneys, defendants, vendors, financial institutions, the public, state/federal agencies, outside agencies, the media, and other individuals as needed to coordinate work activities, review status of work, exchange information, or resolve problems.
Maintains confidentiality of departmental documentation and issues.
Assignment to Victim/Witness Assistance Program may include the following additional duties:
Assists in identifying/assessing needs of crime victims and coordinating provision of services to victims/witnesses based upon individual needs; provides victims of Juvenile Court crimes with information regarding Victims Bill of Rights and program services; reviews cases and talks with victims; recommends referral of cases for mediation; recommends whether restitution should be assessed against defendants; provides input regarding lifting bond conditions from defendants.
Maintains records and prepares reports; reviews incident reports to gather information; enters case information into database and monitors status of cases.
Assists with preparation of cases and coordination of evidence, witnesses, and evidence.
Assists prosecutor during court proceedings and sentencing; attends court proceedings; assists with preparation and presentation of restitution evidence.
Assignment to Juvenile Court may include the following additional duties:
Provides assistance to Judge and Court Administrator; transcribes dictation, composes legal documentation, and files legal documents with court.
Prepares and submits grant reports; prepares statistical charts and graphs to include with grant reports.
Serves as a local program coordinator for Citizen Review Panels; schedules deprivation and ARCC cases to be reviewed by Citizen Review Panels; prepares and distributes calendars; sends notices of panel reviews to attorneys, guardian ad litem, foster parents, and other parties; creates/maintains files; types Citizen Panel forms for each case prior to review; updates and types forms after each review to present to court; attends Citizen Panel reviews.
Receives copies of juvenile complaints from Clerk; maintains records of complaints for case tracking; forwards copies of complaints to appropriate individuals; maintains statistical data pertaining to referrals and enrollments.
Meets with parents/juveniles after court hearings to explain court-ordered programs and obtain signatures on enrollment forms; schedules juveniles to attend programs according to class schedules; collects enrollment fees.
Assignment to Civil Court may include the following additional duties:
Prepares activity sheets for civil papers; enters civil papers and type of service into computer; mails service sheets to attorneys.
ADDITIONAL FUNCTIONS
Performs general tasks, which may include delivering documentation to/from other offices or transporting banking transactions.
Provides assistance to other employees or departments as needed.
Performs other related duties as required.