Administrative Clerk - Investigative Services

Montgomery County, PA; Dayton (OH); On-site; USD 36,000 - 48,000; Full time

Job summary

The Administrative Support Clerk – Investigative Services serves in the Pretrial & Investigative Services Department and reports to the Investigative Services Supervisor. This role provides essential clerical and administrative support to the Investigative Services team.

Key duties include answering calls, greeting visitors, data entry into the offender management system, maintaining supplies, obtaining LEADS Practitioner Certification, and participating in training and court activities as

Qualifications

• Bachelor’s degree in public administration or business administration, criminal justice or related field.
• Associate’s degree in public administration, business administration, criminal justice or related field.
• Two years of work experience.

Responsibilities

• Answer telephone inquiries and direct callers to appropriate offices.
• Greet defendants, attorneys, and the public and direct them to the correct person or location.
• Perform data entry, log telephone calls, generate forms, and open/close cases in the offender management system.
• Monitor supplies, mail, and maintain a clean reception area.
• Obtain and maintain Practitioner Certification through LEADS.
• Participate in training, court activities, projects and committees as required.
• Complete other duties as required.

Skills

Office procedures and processes

Work prioritization

Communication with officials and the‑/

Education

Bachelor’s degree in public administration or business administration

Associate’s degree in public administration, business administration or criminal justice

Job description

This position description sets out the essential duties and responsibilities of the position, details the knowledge, abilities, skills, licenses, certifications, education, and experience necessary to be successful in the role, and lists the equipment normally operated by, scope of supervision, and usual physical demands on the incumbent.

POSITION SUMMARY

The Administrative Support Clerk – Investigative Services serves in the Pretrial & Investigative Services Department and reports to the Investigative Services Supervisor.

The Administrative Support Clerk – Investigative Services is responsible for providing support to the Investigative Services team, which requires general clerical and administrative duties.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Answers telephone inquiries, directs callers to appropriate offices, and provides information to requesting parties.
• Greets defendants, attorneys and the general public, and directs them to the appropriate person or location. Accesses computer for court appearance information.
• Completes data entry, logs telephone calls, generates and distributes forms, opens and closes cases in offender management system.
• Monitors supplies, collects and distributes mail, maintains orderly and clean reception area.
• Obtain and maintain Practitioner Certification through the Law Enforcement Automated Data System (LEADS).
• Participates in training opportunities, court activities, projects, and committees as requested or required.
• Completes other duties and responsibilities as required.

REQUIRED KNOWLEDGE, ABILITIES, AND SKILLS

• Knowledge of:general office practices and procedures; court system processes and procedures; case management processes and procedures; grammar and sentence structure; spelling and punctuation.
• Ability to:understand and apply work processes and procedures; establish work priorities; answer routine inquiries from officials and general public; resolve complaints calmly.
• Skill in:analyzing information against established standards; operating a computer and general office equipment; application of job software programs, including spreadsheets and word processing; general typing.

GENERAL EXPECTATIONS OF ALL COURT EMPLOYEES

All court employees are expected to stay current in their areas of technical expertise; maintain attention to detail; exhibit good organizational skills; work effectively on own initiative and by cooperating with others; engage in active listening; speak and write clearly and concisely; demonstrate good manners, friendly demeanor, and professional behavior; uphold the policies, procedures, and practices of the court; maintain the confidentiality of sensitive and privileged information; and represent the court with honesty and integrity.

EDUCATION AND EXPERIENCE QUALIFICATIONS

The position requires an appropriate combination of formal education, additional training and courses, and work experience. There is not an exact level or mixture of these elements to indicate one will necessarily be successful in, or qualify for, the position.

For example purposes only, an acceptable combination of qualifications for the position would include a bachelor’s degree in public administration, business administration; criminal justice or related field, or an associate’s degree in public administration, business administration, criminal justice or a related field and two years’ work experience.

LICENSURE OR CERTIFICATION REQUIREMENTS

A valid state of Ohio motor vehicle operator’s license is preferred in order to carry out job-related essential functions. Private insurance is required if private vehicle is employed for job-related functions.

SCOPE OF SUPERVISION

The position requires no supervisory duties or responsibilities.

EQUIPMENT OPERATED

Vehicle, computer, calculator, copier, fax, telephone, and other general office equipment.

WORK ENVIRONMENT AND USUAL PHYSICAL DEMANDS

The following physical demands are typically exhibited by the incumbent performing the requirements of the position. These physical demands are not, and should not be construed to be, job qualification standards. They are illustrated to help the court, incumbent, and applicant for the position identify reasonable accommodations that may need to be made when an otherwise qualified person is unable to perform the job’s essential functions because of a recognized disability covered by, and in accordance with, the requirements of the Americans with Disabilities Act.

While performing duties of this job, the employee regularly exhibits digital dexterity and eye-hand coordination when performing typing and other tasks. The employee frequently sits for extended periods of time, and occasionally stands and walks. Employee converses verbally with others in person and by telephone. Vision demands include close, relatively detailed vision when typing and using a computer screen. Job may involve operating and sitting in a vehicle.

DISCLAIMER

This position description in no manner states or implies, and should not be construed as stating or implying, that it is a complete or exhaustive listing of the duties, responsibilities, qualifications for, and requirements of, an incumbent filling the position. The incumbent may be required to follow additional instructions and perform other duties required by a supervisor or designee.

The provisions of this position description do not constitute a contract, expressed or implied, and any provision contained in this description may be modified or revoked without notice.