Probation Assistant - PT

Coweta County; Newnan (GA); On-site; USD 22,000 - 31,000; Full time

Job summary

Coweta County administers an Adult Probation division position focused on providing intermediate administrative support, maintaining complex records, and preparing specialized reports. The role involves assisting probation officers, processing and entering case data, and ensuring confidentiality of probation information.

The candidate will handle mail, appointment scheduling, and basic duties such as receptionist tasks, using standard office equipment and software.

Qualifications

• High school diploma or GED with coursework in business administration, administrative support, or related field and moderate experience in administrative support and office operations.

Responsibilities

• Ensures completion of the initial court intake process and accuracy of sentence terms.
• Assists probation officers with caseloads and enters mail in reporting forms in the case management system.
• Analyzes mail for compliance with terms and conditions and reports to the probation officer.
• Schedules appointments and reschedules missed appointments; maintains confidentiality of probation information.
• Types documents and prepares complex reports and spreadsheets; enters sensitive information into the computer system.

Job description

If you are unable to complete this application due to a disability, contact this employer to ask for an accommodation or an alternative application process.

Grade 9: Minimum Wage $19.19 per hour

Dept/Div: Adult Probation/N/A---FLSA Status: Non-Exempt

General Definition of Work

Performs intermediate skilled administrative support work assisting with a variety of complex office assistance and administrative tasks, providing primary administrative support in Adult Probation division, preparing and maintaining detailed, complex and/or confidential records and files, preparing complex and specialized reports, assisting the public, and related work as apparent or assigned. Work is performed under the limited supervision of the assigned supervisor.

Qualification Requirements

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

Essential Functions

Ensures initial court intake process is complete and accurate. Conducts general overview of sentence and terms and conditions of probation. Provides offenders copies of all paperwork and reporting and payment instructions as required.

Responsible for assisting probation officers with caseloads. Processes and enters mail in reporting forms in case management system. Analyzing mail in cases that are not in compliance with their terms and conditions and reporting to the assigned probation officer. Assisting in calling to schedule appointments and reschedule missed appointments.

Protects the confidentiality of probation information at all times.

May occasionally perform administrative duties, greeting customers, accepting payments, generating receipts for all payments, opening mail and updating offender case management system as appropriate. Answers phone calls, assists with filing and with picking up and dropping off mail.

Types a variety of documents including correspondence, forms, reports, purchase orders, requisitions, resolutions, ordinances, proclamations, and related documents, etc., where a knowledge of format and presentation is necessary; answers routine correspondence independently.

Enters a variety of complex data into computer system; gathers and compiles detailed information; prepares a variety of complex and specialized reports and spreadsheets; checks and reviews a variety of data for accuracy, completeness and conformance to established standards and procedures; enters and retrieves sensitive and restricted information into computer system.

From time-to-time may be asked to assist with drug testing.

Receives, sorts, processes and distributes incoming and outgoing mail.

Operates a variety of standard office equipment; performs light maintenance on photocopy and scanning equipment.

Maintains inventories of remote courthouse and orders supplies; prepares purchase orders.

Encourages and promotes a culture of excellent service.

Knowledge, Skills and Abilities

General knowledge of the organization and functions of the department and of general administrative policies and practices; thorough knowledge of standard office practices, procedures, equipment and office support techniques; thorough knowledge of business English and spelling; ability to read, understand and interpret difficult materials with complicated information that may contain excerpts from regulatory and/or legal documents; must have good handwriting; ability to keep office records and to prepare accurate reports from file sources; ability to perform and organize work independently; ability to make arithmetic computations using whole numbers, fractions and decimals; ability to compute rates, rations and percentages; ability to understand and apply governmental accounting practices in maintenance of financial records; ability to operate standard office and computer equipment including ability to operate specialized software; ability to establish and maintain effective working relationships with associates, elected officials, other agencies and the general public.

Education and Experience

High school diploma or GED with coursework in business administration, administrative support, or related field and moderate experience in administrative support and office operations, or equivalent combination of education and experience. Customer Service and data entry experience is required.

Physical Requirements

This work requires the frequent exertion of up to 10 pounds of force and the occasional exertion of up to 25 pounds of force; work regularly requires sitting, speaking or hearing, using hands to finger, handle or feel and repetitive motions and occasionally requires standing, walking, climbing or balancing, stooping, kneeling, crouching or crawling, reaching with hands and arms, pushing or pulling and lifting; work has standard vision requirements; vocal communication is required for expressing or exchanging ideas by means of the spoken word; hearing is required to perceive information at normal spoken word levels; work requires preparing and analyzing written or computer data and observing general surroundings and activities; work has no exposure to environmental conditions; work is generally in a moderately noisy location (e.g. business office, light traffic).

Special Requirements

Must have valid Georgia Driver’s License and satisfactory motor vehicle record.

Must be able to register and meet necessary requirements set for by the Department of Community Supervision Misdemeanor Probation Oversight Unit.

Favorable background history as determined by review of local, State and Federal records.