Probation Support Specialist

Colorado Judicial Branch; Westminster, Northern (CO, KY); Hybrid; USD 46,000 - 66,000; Full time

Job summary

Colorado Judicial Branch in Westminster, CO is seeking an administrative support role to assist probation office personnel with customer service, documentation, and record-keeping for probation case management.

Role includes front desk duties, intake assistance, and data entry across multiple probation and court systems. This is a full-time position located in Westminster, Colorado, with growth opportunities within Support Services.

Qualifications

• High school diploma or GED required.
• 1–3 years in an administrative role is preferred.
• Proficiency with data entry and record-keeping.

Responsibilities

• Front desk reception and greeting probationers and professionals.
• Assist with intake forms and documentation for probation case management.
• Prepare case files and manage electronic records and filings.

Skills

Customer service

Administrative support

Data entry

Education

High school diploma or GED

Tools

SharePoint

Case management systems

Job description

Job Code: R51300
Full Time Salary Range: $45,774.24 - $66,373.20

This posting may be used to create a Talent Pool. Talent Pools may be used for a period of 10 months after the closing date on a job posting.

Notice to Colorado Applicants:
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

MISSION STATEMENT

The Judicial Department works to provide equal access to justice, contribute to public safety, and strengthen the rule of law across Colorado. Together our courts and probation departments are committed to impartial and timely dispute resolution; support for families, litigants, and victims; client rehabilitation; and meaningful community engagement.

Notice to Colorado Applicants:
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

STATEMENT OF DUTIES

Summary of Job Classification:
Assists probation office personnel with administrative, communication, customer service, documentation, and record-keeping duties in support of probation case management and related activities.

ADDITIONAL COMMENTS

The 17th Judicial District encompasses Adams and Broomfield counties. We have office locations in Westminster, Commerce City and Brighton.

Support Services provides an important customer service and clerical role for our department, which encompasses varied responsibilities and may include:

• Front desk reception: answering multi-line phone system; greeting and assisting probationers and professionals
• Interacting collaboratively with support services team, probation officers, and supervisors
• Meeting with new probationers to assist with completing intake forms
• Case file preparation and records room management
• Perform data entry into electronic probation records
• Working cooperatively with the Judge and his staff to ensure efficient handling of court order

At Colorado Judicial, we value diverse perspectives and backgrounds, including bilingual candidates. We believe that diversity drives innovation and enhances our service to the community. We encourage candidates from all backgrounds to apply and offer support to help you succeed and grow with us. Join us and bring your unique voice to our team!

Thank you for your interest.

ESSENTIAL FUNCTIONS

To perform this job successfully, an individual must be able to perform assigned essential functions listed below satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency and percentage of time may vary based on assignment.

Provides customer service and support for all probation staff and functions.

Serves as the first point of contact for both internal and external customers by way of front desk or phone. Manages jail communications from clients, general email box for inquiries, and courtesy requests for probation clients and officers.

Accesses and retrieves data from multiple platforms including jail data system, treatment tracking system, national crime record database, Department of Corrections requests, district attorney records, case assignments, processing array of probation reports, office machine maintenance, office mail machine, manage coverage calendar for probation officers and disseminate, manage shredding bins, walking through warrants and other duties as assigned.

Processes record requests from attorneys, Department of Corrections, probation departments, and other courts and external agencies.

Completes judicial case management system and electronic filing, including documentation for pre-sentence investigations, requests for warrants, complaints to revoke probation, and special reports. Reviews documentation accuracy and timely filing.

Creates and maintains digital files via SharePoint and other case management systems. Manages sentencing dates for files to assure they are processed correctly according to the sentence imposed. Enters appropriate closure codes for cases.

Manages various file types, including absconder, closed, warrant, and community corrections files as well as scanning any paper files still in existence. Requests additional documentation, such as death certificates for file purposes.

Performs other duties as assigned.

ESSENTIAL FUNCTIONS CONT.

Supervisor Responsibilities:Job has no responsibility for the direction or supervision of others.

Human Collaboration:Work requires regular interaction involving exchange and receipt of information. Interactions have limited impact.

Freedom to Act & Impact of Actions: Receives Immediate Direction
Employee normally perform assignments after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. The immediate Reviewer may, at times, provide close and constant review. Impact of actions are moderate.

Knowledge & Skills: Full Performance:Work requires comprehensive, practical knowledge of work processes. Incumbent can complete a broad range of work, sometimes complex, without frequent reference to others. Likely impact on organization is standard.

Fiscal Responsibility:May assist in the collection of data in support of recommendations for functional area budget allocations. May monitor division or program/promotional level budget and expenditures.

MINIMUM QUALIFICATIONS

Education and Experience Equivalency:
High school diploma or G.E.D.

OR

Additional work experience in these or other related fields may be substituted on a year for year basis for the required formal education.

Work Related Experience:
1 to 3 years of experience in an administrative field.

Licenses and Certifications:
None.

Physical Effort Requirements:
Sedentary Work- Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally.

Work Environment:
Satisfactory - Occasional exposure to unpleasant environmental conditions and/or hazards. Occasional outside work.

Work Location:
Office or similar indoor environment; confined space.

Exposures:
Individuals who are hostile or irate; individuals with known violent backgrounds; communicable diseases.