Administrative Support Staff – Probation Department

Delaware Co.; Muncie (IN); On-site; USD 17,000 - 28,000; Part time

Job summary

Delaware County seeks an Administrative Support Staff member to provide clerical and office assistance to probation officers, supervisors, and the Chief Probation Officer. The role focuses on maintaining files, handling correspondence, and sustaining orderly office operations.

The ideal candidate will have a high school diploma, proficiency with Microsoft Word, Excel, PowerPoint, Outlook, and strong communication and organizational skills.

Qualifications

• High school diploma or equivalent required.
• One to three years of administrative or secretarial experience preferred.
• Proficiency with MS Office suite (Word, Excel, PowerPoint, Outlook).
• Strong communication, organizational, and time-management skills.

Responsibilities

• Perform general office duties: answering telephones, greeting visitors, filing, mail management, photocopying, faxing.
• Maintain departmental files, records, and databases with accuracy and confidentiality.
• Assist probation officers with court documents, correspondence, reports, and written materials.
• Maintain office supply inventory and coordinate equipment service requests.
• Compile and maintain statistical data and reports related to probation activities.
• Provide excellent customer service to clients, staff, and the public.

Skills

Verbal communication

Written communication

Organizational skills

Time management

Confidentiality

Education

High school diploma or equivalent

Tools

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Outlook

Database management systems

Job description

Position Overview

• Department: Probation
• EEO Classification: Administrative Support Workers (EEO4)
• Function: Corrections
• Supervisor: Chief Probation Officer / Supervising Probation Officers / Board of Judges
• Status: Part-Time
• Work Schedule: As Needed / No Set Schedule
• FLSA Status: Exempt
• Job Category: COMOT (Clerical, Computer, Office Machine Operations, Technician)
• Effective Date: August 7, 2007

Equal Employment Opportunity Statement

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skills, and abilities required.

Delaware County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless doing so would create an undue hardship.

Relationships

Reports To

• Chief Probation Officer
• Supervising Probation Officers
• Board of Judges

Subordinate Staff

• None

Internal Contacts

• Prosecutor’s Office
• Public Defender’s Office
• Community Corrections
• Court Staff
• Jail Staff

External Contacts

• Other Court Staff
• Law Enforcement Agencies
• Probation Departments in other counties
• Service Providers
• Indiana Department of Correction
• Indiana Office of Court Services
• General Public

Job Summary

The Administrative Support Staff position provides administrative support to probation officers, supervisors, and the Chief Probation Officer to ensure efficient departmental operations.

The position requires excellent communication, organizational, and time management skills, along with the ability to handle sensitive information professionally and confidentially.

Essential Duties and Responsibilities

• Perform general office duties, including:
  • Answering telephones
  • Greeting visitors
  • Filing
  • Managing mail
  • Photocopying
  • Faxing
• Maintain departmental files, records, and databases while ensuring:
  • Accuracy
  • Confidentiality
  • Compliance with laws and regulations
• Assist probation officers with:
  • Court documents
  • Correspondence
  • Reports
  • Written materials
• Maintain office supply inventory and coordinate equipment service requests.
• Compile and maintain statistical data and reports related to probation activities.
• Assist with probation programs and initiatives, including:
  • Training coordination
  • Material preparation
  • Data entry
  • Data analysis
• Maintain a professional and welcoming office environment.
• Provide excellent customer service to clients, staff, and the public.
• Perform additional duties as assigned.

Knowledge, Skills, and Abilities

• Proficiency with:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Outlook
  • Database management systems
• Strong verbal and written communication skills.
• Strong organizational and time management abilities.
• Ability to prioritize multiple tasks and deadlines.
• Strong attention to detail and accuracy.
• Ability to maintain confidentiality and professionalism.
• Familiarity with the criminal justice system and probation operations is preferred.

Working Conditions

• Most work is performed in a standard office environment.

Education and Experience Requirements

• High school diploma or equivalent required.
• One to three years of administrative or secretarial experience preferred.

Proficiency Expectations

• Employees may require up to six months to become proficient in this position.

Additional Information

The duties listed above represent the primary responsibilities of the position but are not intended to be all-inclusive. Additional assignments or responsibilities may be required by supervisors as operational needs change.

This job description does not constitute an employment contract. Delaware County reserves the right to revise job duties and responsibilities as necessary.