Administrative Support Specialist, Parole & Probation

Deschutes County; Bend (OR); On-site; USD 56,000 - 76,000; Full time

Benefits offered by this job

Excellent benefits

On-site clinic

Retirement plan (PERS)

Job summary

Deschutes County's Community Justice Department, Adult Parole & Probation division, seeks an organized administrative support specialist to assist parole and probation officers, specialists, and management with data entry, file management, and intake processing. The role requires accurate detail work, ability to handle sensitive information, and strong communication in a busy office.

The schedule is Monday–Thursday, 7:00 a.m.

Qualifications

• High school diploma or GED or equivalent.
• Four (4) years of administrative support experience.
• OR any equivalent combination of training, education, and experience that provides the required skills.

Responsibilities

• In-Person Reception: Greeting, checking in, reviewing records, providing accurate public information disclosures.
• In-Person Client Intakes: Meeting with individuals on supervision, completing paperwork, processing fingerprints/photos.
• Data Input and File Management: Entering court and police documents into information systems accurately.

Skills

Data entry

Communication

Confidentiality

Customer service

Education

High school diploma or GED

Job description

ABOUT THE DEPARTMENT:

The Community Justice Department, Adult Parole & Probation division assesses and considers public safety, accountability, and rehabilitation every day, with every decision. Our mission is to protect the public, uphold accountability, and facilitate pro-social thinking and behavior. Our vision is that people on community supervision find safety, stability, and purpose, and our staff thrive in a supportive and effective culture.

ABOUT THE COUNTY:

We know where you choose to live, work and play matters. Deschutes County is one of the largest employers in Central Oregon and the largest municipal government in the region. Our dedicated and passionate workforce of more than 1,250 employees provide County services in a number of departments, divisions, and offices.

Located in the heart of Central Oregon, between the towering Cascade Mountain Range to the west and the high desert plateau to the east, Deschutes County is the outdoor recreation capital of Oregon. We enjoy a renowned quality of life, with big-city opportunities and small-town neighborhoods.

We hope you’ll consider joining our talented team.

ABOUT THE JOB:

This position works under general supervision in the Community Justice Department, Adult Parole & Probation division, by performing highly specialized administrative support duties to support parole and probation officers, specialists, and management. Problems encountered are often technical, requiring judgment and excellent problem-solving skills for entering information into computer database systems. This position has (or is in the vicinity of) regular in-person, or phone contact, with individuals on supervision (including those who may be potentially emotional, hostile, or angry), and victims, law enforcement officials, attorneys, and Community Justice Department staff. The ideal candidate does well under pressure, is comfortable working in an open office setting, remains composed with frequent interruptions, likes to be busy, experiences a sense of accomplishment by doing detailed, accurate work, manages time efficiently, and can maintain personal emotional regulation in support of customer service and teamwork.

The typical schedule is Monday through Thursday, 7:00 a.m. to 5:30 p.m., the division’s current hours of operation. We are a small team and the candidate selected for this position will be deployed in one or both offices located in Bend and Redmond. Occasionally employees in this position are also temporarily deployed to work at the LaPine office depending on operational demands.

Key Responsibilities:

• In-Person Reception: Greeting, checking in, reviewing records, providing accurate public information disclosures.
• In-Person Client Intakes: Meeting with individuals on supervision for felony, or misdemeanor, crimes to review paperwork and answer questions, compiling and filling out appropriate paperwork, obtaining and processing client fingerprints, photographs, and occasionally collecting DNA (via buccal sample).
• Data Input and File Management: Reviewing and entering court, police reports, other legal documentation, and decisions into information systems, organizing and prioritizing incoming documentation, working with partners to obtain, correct (or share) documentation in a timely and accurate way.

What You Will Bring:

Knowledge of or experience with:

• General office procedures and the use of standard office software and equipment.
• Data Entry, filing and retrieval, and record keeping.
• Professional and effective communication both verbally and in writing.
• Flexibility, versatility, resiliency, and responsivity in a changing and fast-paced working environment.
• Ability to read, understand, and follow statewide operating manuals and local standard operating policies and procedures.

Skill in:

• Entering data into computerized database programs accurately and timely.
• Typing 60+ WPM.
• Exercising discretion and using independent judgment to make decisions related to the completion of work assignments.
• Maintaining confidentiality.
• Performing well under pressure and working effectively with the public in stressful or hostile situations.
• Establishing and maintaining effective working relationships with others at all times.
• Accepting, interpreting, and applying feedback.

*This posting is not meant to be an all-inclusive list of duties and responsibilities, but rather constitutes a general definition of the position's scope and function.

$5,055.88 to $6,775.35 per month for a 172.67 hour work month. Excellent County benefit package when eligible. This union-represented position is available immediately.

BENEFITS:

Our robust healthcare package covers medical, prescription, dental, and vision coverage at a minimal cost of $100 for employee only and $121 per month for employee plus dependents, which includes an innovative on-site clinic, pharmacy, and wellness and wellbeing services. Additionally, we include life insurance, retirement (PERS), generous paid time-off (14-18 hours/month to start, pro-rated for part-time), holidays, and professional development opportunities. Please click HERE for full benefit details.

• High school diploma or GED equivalent;
• AND four (4) years of administrative support experience;
• OR any equivalent combination of training, education, and experience that provides the required skills and knowledge to perform the essential functions of the job.

Preferred Qualifications

• College degree in a related field.
• Two (2) years of related experience, such as in criminal justice, social services, or other justice/treatment-related fields.
• Bilingual in English and Spanish language.

Driving is a requirement for this position. Possession of or ability to obtain a valid Oregon driver's license within 30 days of hire date. The employment offer will be contingent upon presentation of an acceptable and verifiable driver's license, pre-employment screening for criminal history, driving history, and controlled substances (NOTE: Positive test results for marijuana use may result in rescission of a contingent offer of employment). This screening must be completed with satisfactory findings in order for a formal offer of employment to be extended.

Must have dependable transportation and be able and willing to drive throughout Deschutes County in sometimes adverse weather conditions.

Possession of or ability to obtain LEDS (Law Enforcement Data System) certification within 30 days of hire date.

Physical Requirements.

Must have the ability to work in an office that is environmentally controlled; possess sufficient hand coordination to perform keyboarding and data entry; arm /hand movements to retrieve work materials and operate a variety of general office equipment; and an ability to sit, walk, stoop, use short steps, bend, kneel, reach, stand, grasp, talk, hear, see, and lift up to 25 pounds on an occasional basis.

• This position requires successful completion of a fingerprint-based Criminal Justice Information Services (CJIS) background check. Candidates must meet all CJIS eligibility standards to secure and maintain employment. For additional information regarding this clearance, please click HERE.