Administrative Assistant II / Probation Services
City of Santa Fe Springs
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Benefits offered by this job
Job summary
ACCGov seeks an Administrative Assistant to provide clerical, bookkeeping, receptionist and office support to the Probation Services Office. You will handle information, process records, prepare reports, and assist with payroll and budgeting activities.
Requirements include a high school diploma with two years of clerical or bookkeeping experience; a GCIC certification within six months is preferred. Valid driver’s license and ability to work Monday–Friday 8am–5pm are expected.
Qualifications
- High school diploma or equivalent required with two years of clerical, bookkeeping or general office experience.
- Accounting, Secretarial or related technical degree preferred.
- GCIC Certification within six months of employment.
Responsibilities
- Coordinates annual operating and capital budgets and monitors expenditures.
- Prepares payroll and processes HR documents (P.O.S.T., GCIC).
- Maintains filing systems and case documentation.
- Enters data from case files into computer databases and verifies accuracy.
- Answer phones and direct calls to appropriate personnel.
- Prepare petty cash reports and payment records.
Skills
Education
Tools
Job description
Purpose & Job Related Requirements
Chief Probation Officer
Non-Exempt
Non-Personnel System Serves at the discretion of the Chief Probation Officer.
110
No
The purpose of this job is to provide administrative, secretarial, receptionist, bookkeeping and general office support to the County Probation Services Office. Provides information, processes and maintains records, issues and prepares purchase orders, prepares reports and correspondence, assists with payroll/budget functions, greets visitors, distributes mail, resolves scheduling conflicts.
Work Schedule: Monday - Friday 8am to 5pm
May be required to work on religious holidays.
Regular and predictable attendance is required.
Must work cooperatively with others.
When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.
Minimum Training & Experience Required to Perform Essential Job Functions
High school diploma or equivalent required with two years of clerical, bookkeeping or general office related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.
Requires a valid driver's license.
A vocational/Technical degree in Accounting, Secretarial Sciences or related discipline preferred.
Must obtain the GCIC Inquiry Level Operator Certification within the first six months of employment.
- Coordinates, compiles, and assists in preparing annual operating and capital budgets and monitors expenditures on a daily basis.
- Prepares statistical reports requiring the use of a computer.
- Conducts periodic audits of various funds.
- Coordinates and oversees the preparation of office payroll and processes Human Resources documents, including P.O.S.T., GCIC and other documentation.
- Assists internal auditors during audit of financial matters.
- Maintains miscellaneous files and indexes miscellaneous correspondence.
- Resolves citizen complaints and/or questions.
- Prepares deposit records and maintains all payment records.
- Maintains petty cash account and makes disbursements.
- Prepares case files on court calendar for forwarding to the appropriate Court, including the retrieval, review, and organization of documentation as required.
- Types petitions, warrants, and other documentation to be submitted to the court and assumes responsibility for correctness of spelling, punctuation, format, and grammar.
- Maintains an accurate record of case files, indicating the location of file, prosecutor assigned to case, and status of case.
- Compiles and types various reports and correspondence.
- Answers incoming telephone calls and directs to appropriate personnel.
- Makes copies of documentation submitted by probations for filing and forwards to appropriate personnel.
- Enters data from case files into computer database in the specified format displayed and compares data entered into computer with original case file to verify accuracy.
- Logs court dates on case file jackets for daily assimilation of files required by the court calendar.
- Obtains criminal histories utilizing the Georgia Crime Information Center computer.
- Knowledge of Georgia law and government policies, court procedures, and activities of the office as they pertain to the performance of duties relating to the position of Administrative Assistant.
- Knowledge of the terminology used within the department.
- Skill in the operation of various office equipment including computers, typewriters, fax machines, and copiers.
- Ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to office and/or governmental regulations.
- Ability to communicate effectively with supervisors and other staff members.
- Ability to use independent judgment in routine and non-routine situations.
- Ability to handle required calculations.
- Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignments.
- Ability to plan, organize and/or prioritize daily assignments and work activities.
- Ability to comprehend laws and apply regulations and procedures of the department.
- Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignment.
- Ability to learn and comprehend specific tasks performed on the Georgia Crime Information Center computer.
Must be physically able to operate a variety of machinery and equipment including computers, typewriters, calculators, printers, copiers, fax machines, dictation equipment, fingerprint boards, laminating machines and cameras. Must be able to use body members to work, move or carry objects or materials. This position requires: walking, standing, bending, stooping, pushing, pulling, lifting, fingering, grasping, feeling, seeing, talking, hearing, and repetitive motions. Must be able to exert up to 10 pounds of force occasionally. Physical demand requirements are at levels of those for sedentary work.
Requires ability to compare and or judge readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.
Requires the ability to hear, speak and/or signal people to convey or exchange information. Includes giving assignments and/or directions to subordinates and receiving assignments/directions from supervisors.
Requires ability to read a variety of manuals, Georgia criminal code books, accounting handbooks, budget reports, N.C.I.C., G.C.I.C. reports, Georgia P.O.S.T. agency roster, fingerprint reports, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare petty cash reports, account summary reports, office correspondence, billing statements, tax statements, statistical reports, applications reports, termination reports, radio call number reports, employee information reports, requisitions and P.O.S.T. change of status reports using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people with poise, voice control, and confidence.
Requires the ability to learn and understand complex principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgments in the absence of management.
Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including legal, counseling, accounting, and personnel terminology.
Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide determine percentages interpret graphs compute discount, interest, profit and loss, ratio and proportion, etc. and perform calculations involving variables, formulas, square roots, and polynomials.
Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.
Requires the ability to coordinate hands, fingers, and eyes accurately in using police department and office equipment such as computers, typewriters, calculators, printers, copiers, fax machine, dictation equipment, fingerprint board, laminating machine and camera. Requires the ability to use the keyboard, lift, bend, push, and pull objects or materials using body parts as the position necessitates.
Requires the ability to handle a variety of items such as computers, typewriters, calculators, printers, copiers, fax machine, dictation equipment, fingerprint board, laminating machine and camera. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eye hand foot coordination.
May require the ability to differentiate between colors and shades of color.
Requires the ability to deal with people beyond giving and receiving instructions. Must be able to perform under moderate stress when confronted with an emergency.
Requires the ability to talk and/or hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.
ACCGov is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, disability, age, sexual orientation, gender identity, national origin, veteran status, or genetic information. ACCGov is committed to providing access, equal opportunity, and reasonable accommodation for individuals with disabilities in employment, its services, programs, and activities. To request reasonable accommodation to participate in the job application or interview process, contact Leah Jagatic, HR Coordinator, Human Resources, 762-400-6370 or leah.jagatic@accgov.com.
Total compensation at the Unified Government includes a comprehensive set of benefits, a well-established culture of wellness, and a secure retirement that set us apart as a stable Employer of Choice where you can serve and make a difference in the community.
Our Benefits program is designed to support every aspect of our employees’ lives, from physical and emotional to social and financial.
Along with their salary, employees receive a variety of comprehensive benefits as part of their total compensation.
- Health Insurance
- Dental Insurance
- Vision Insurance
- Prescription drug plan
- Onsite Employee Wellness Center - free for employees, spouse, and children 18+
- Employee Assistance Program
- Wellness education and incentive programs
- Annual Wellness Fair
- Annual employee appreciation events
- Free onsite health screenings (to include hearing, skin cancer, biometric screening, flu shots)
- Safety & Risk training and job-related vaccinations
- Training and professional development opportunities through the Organizational Development Department
- Opportunities and Career Development via the Government Wide Learning Management System
- Annual/Sick leave
- 13 paid holidays per calendar year
- Robust Wellness Program – earn up to $175 per quarter for participation
- Health Savings Account for medical and dependent care
- Employer Paid Pension Plan (10 years of service)
- 457 (b) Deferred Compensation Program with employer match
- Tuition Reimbursement Program
- Public Service Loan Forgiveness Employer – Federal Student Aid
- Financial education programs
- Uniforms provided (if applicable)
- Discount Admissions – ACCGov Parks, Georgia Aquarium
- Group Accident insurance
- Critical Illness insurance
- MASA Medical Transportation Insurance
- Employer paid basic life insurance
- Whole life insurance
- Employer Paid Short Term Disability
- Long Term Disability
- Contributory term life insurancePet Insurance
To learn more about the Benefits offered at ACCGov, you may access them below.
http://www.accgov.com/434/Benefits
http://www.accgov.com/wellness
http://www.accgov.com/index.aspx?nid=791
- Some High School
- High School diploma or GED from an institution accredited by SACS
- Some education beyond high school
- Technical or Vocational Degree
- Associate Degree
- Bachelor's Degree
- Master's Degree
- Doctorate Degree
Do you possess a Vocational/Technical degree or higher in Accounting, Secretarial Sciences, or a related discipline? This information must be verified by your Education History.
- Yes
- No
Please indicate your years of experience in clerical, bookkeeping or general office related work.
- Less than 6 months
- 6 months or more but less than one year
- one year or more but less than two
- two years or more but less than five
- five years or more but less than ten
- ten years or more
Which best describes your level of bookkeeping experience?
- No experience.
- Less than one year of experience.
- One year, but less than two.
- Two years, but less than three.
- Three years, but less than four.
- Four years, but less than five.
- Five years of experience or more.
What types of bookkeeping functions have you performed regularly in previous positions?
- Taking payments
- Providing receipts
- Keying in payments
- None of the above
Check all of the activities below that you have experience performing on a regular basis.
- Using Word.
- Using Excel.
- Scanning and attaching documents to emails.
- Opening documents received as attachments.
- Saving documents received as attachments.
- Distributing mail.
- Answering phones/directing calls appropriately.
- None of the above.
How many years of experience do you have in providing excellent customer service?
- Less than one year.
- One year or more, but less than three years.
- Three years or more, but less than five years.
- Five years or more of experience.
Please check all of the following areas in which you have work experience.
- Retail Customer Service
- Food Service Customer Service
- Probation Services
- Courts
- Police Department or Sheriff's office
- Law Office
- None of the Above
Indicate below the types of customers you have NOT had to serve.
- Customers who bring gifts.
- Customers who cry.
- Angry customers.
- Those who don't understand repeated directions.
- Customers who curse.
- Customers who shout.
- Customers who demand to speak with your supervisor.
- None of the above.
In your current or a previous position where you answered incoming calls, what percent of the day do/did you estimate you spend/spent dealing with customers/co-workers by phone?
- Less than 10%
- 10% to 20%
- 20% to 40%
- 40% to 60%
- 60% to 80%
- 80% to 100%
If you have experience in the court system or as a probation office, please describe the duties you performed in that role.
Please select your GCIC access status below.
- Inquiry Level
- TAC
- Able to obtain
- None of the above
Please select the years of experience you have in using GCIC, if any.
- None
- Up to one year.
- One year or more but less than two.
- Two years of more, but less than three.
- Three years or more, but less than four.
- Four years or more, but less than five.
- Five years or more of experience.
Please indicate your Notary Public status.
- Yes, I am a Notary.
- I have the ability and am willing to become a Notary.
- I am not currently nor can I become a Notary.
Do you possess a valid Driver's License?
- Yes
- No
- Required Question
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