Administrative Assistant - Adult Probation

US Lawns; Carlisle (Cumberland County); Hybrid; USD 32,000 - 42,000; Full time

Job summary

County Probation Department in Cumberland County, Carlisle, PA, seeks a full-time clerical specialist to support the Adult Probation division. The role involves typing, data entry, court document processing, and serving as a liaison for IT support when needed.

The position requires a high school diploma with clerical training and 2–3 years’ office or court system experience. Training will include courtroom, court document handling, and case file management.

Qualifications

• 2–3 years working experience in office or court system preferred.
• AP/CPCMS knowledge preferred.

Responsibilities

• Type letters, reports, memos, and other documents required by the department staff.
• Enter statistical information into information system and ensure accurate data collection.
• Interview defendants and complete screening sheets for reports as necessary.
• Process all required Court documents and maintain Court document database.
• Serve as an alternate person to the Administrative Clerk in their absence.
• Coordinate DNA collection: schedule offenders, take fingerprints and mouth swabs for PA State Police.
• Attend Court and provide departmental screening data for defendants.
• Serve as an alternate contact for IMTO and act as a technical liaison.
• Sort and distribute departmental mail and access/distribute files per Judge’s request.
• Assist all departmental staff and assist web administrator.
• Archive and manage case files and attend meetings or training as required.

Skills

Clerical skills

Data entry

Education

High school diploma with clerical training

Tools

AP/CPCMS knowledge

Job description

Job Description

Department: Adult Probation

Sub-Department: N/A

Pay Grade: 103

FLSA Status: Non-Exempt

Employment Status: Full Time

Reports to: Administrative Supervisor

Supervises: N/A

Job Summary

To perform specialized departmental clerical duties and responsibilities within the department.

Essential Job Functions

• Type letters, reports, memos, and other documents required by the department staff.
• Enters statistical information into information system ensure correct and accurate data collection
• Interviews defendants and completes screening sheets for reports as necessary.
• Processes all required Court documents and maintains Court document database.
• Serves as an alternate person to the Administrative Clerk in their absence.
• Acts as the departmental coordinator of Court ordered D.N.A. collection. Schedules offenders, takes fingerprints and performs mouth swabs for transmission to the PA State Police.
• Attends Court and provides departmental screening data for defendants.
• Serves as an alternate contact person for Information Management and Technology Operations (IMTO) by resolving problems, processing SRO’s and acting as a technical liaison.
• Sorts and distributes departmental mail
• Accesses and distributes files per Judge’s request.
• Serves as an assistant to all departmental staff.
• Serves as an assistant web administrator.
• Archives and manages case files
• Attends meetings or training sessions as required.
• Performs any additional duties as assigned by the Chief Probation Officer or Administrative Supervisor.

Minimum Requirements to Perform the Work

Education

• High school diploma or equivalent, plus business/clerical and computer training.

Work Experience

• 2-3 years working experience in office or court system preferred. AP/CPCMS knowledge preferred.

Company Description

Mission Statement

To provide essential services that respond to community needs and promote well-being, while maintaining a financially sound foundation.

Benefits

Medical Benefits

• Capital Blue Cross Medical Insurance
  • Health Savings Account
  • Wellness program with wellness incentives
• Capital Blue Cross Vision Insurance
• United Concordia Dental Insurance

Retirement Benefits

• County Retirement Pension
  • 5% minimum pre-tax contribution required, with the option of increasing your contribution over 5% up to 15% post‑tax
  • Fully vested after 5 years of credited service
  • Normal Retirement Options
    • Age 55 with 20 years of credited service
    • Age 60 with any amount of credited service
• Voluntary 457b Deferred Compensation Plan
• Military Time Buy Back Options

Paid Time Off

• Vacation
  • 10 days per year, accrued per pay period (Non‑Exempt)
  • 15 days per year, accrued per pay period (Exempt)
  • Increase for both Non‑Exempt and Exempt of 5 days per year after 2 years of service
• Personal
  • 3 Personal days per year, pro‑rated based on starting date
• Sick
  • 5 Sick days per year, pro‑rated based on starting date
• 12 Paid County Holidays
  • No waiting period to receive paid holidays

Additional Benefits

• Educational Assistance
  • 80% of cost of tuition and books up to the annual IRS limit per calendar year (after 6 months of Full‑Time Employment)
• Public Service Loan Forgiveness (PSLF) – certain eligibility requirements must be met
• Employee Assistance Program
  • Resources for: Childcare, Eldercare, Legal, Financial, and Coaching
• Flexible Spending Account
• Dependent Care Account
• Short Term Disability
• Long Term Disability
• Life Insurance