Public Service Specialist - Adult Probation (0926)

Coconino County Arizona; Flagstaff (AZ); On-site; USD 36,000 - 48,000; Full time

Benefits offered by this job

Health Care Insurance

Dental Plan

Vision Plan

Long-Term Disability

Arizona State Retirement System

Job summary

Coconino County Adult Probation Department is seeking a detail-oriented administrative professional to support daily operations. The role involves typing, filing, records management and coordinating meetings within a team environment.

The position requires reliability with confidential materials, strong English communication, and experience with common office software and case management systems.

Qualifications

• Two years' experience in performing clerical or administrative work within subject area.
• Associate's degree and one year experience in performing clerical or administrative work within subject area.
• Any equivalent combination of education, training and experience which demonstrates the ability to perform the duties of the position.

Responsibilities

• Formats, composes and types correspondence and other documents.
• Prepares reports and maintains records.
• Receives, sorts, files and retrieves forms, correspondence and documents.
• Updates, checks and completes records, forms and documents.
• Verifies discrepancies and makes corrections.
• Researches records and disburses information.
• Establishes and maintains complex filing systems.
• Schedules, gathers materials and prepares agenda for meetings.
• Takes and transcribes minutes of meetings and other proceedings.
• Maintains control and assures availability of files and other materials.
• Answers questions requiring knowledge of departmental rules and procedures.
• Exercises discretion and judgment on minor administrative decisions.
• Processes and distributes confidential and sensitive documents.
• May maintain department budget accounting records.
• May answer and route incoming phone calls.

Skills

Business English

Office procedures

Computer systems

Education

Associate's degree

Tools

JOLTS/APETS/AZP ROS

AJACS

ACJIS

ONBASE

Job description

Nature of Work

Under supervision performs work of moderate difficulty in assigned field; performs related work as assigned.

Purpose

The purpose of the vision statement is to give an overall view of what we wish our organization to be. Our mission statement is the more specific method of meeting our vision.

Vision Statement

Building relationships and enhancing lives to create a safer community.

Mission Statement

The Mission of the Coconino County Adult Probation Department is to create a safer community by reducing the number of future crimes, thereby reducing the number of future victims. This is to be accomplished by providing to our clients individualized programming and supervision to include:

• Cognitive-Behavioral education, treatment and supervision based upon individual assessment of risk and need.
• Restorative justice to the community and victims.
• Community and client involvement and collaboration.
• Effective, quality-based methods of supervision.
• Measurable processes and outcomes.

Coconino County Pretrial Mission Statement

To maximize Court appearance, public safety, and effective release practices.

Note:

This position will be required to work a flexible schedule that includes night, weekend and holiday hours.

ARIZONA CODE OF JUDICIAL ADMINISTRATION

6-106_Amended_10-2023.pdf

Please watch this informational video related to this position.

https://www.youtube.com/watch?v=khFAvL6O2sk

Typical Duties

(Illustrative Only)

• Formats, composes and types correspondence and other documents from written drafts and dictating equipment on routine, complex and confidential matters
• Prepares reports and maintains records
• Receives, sorts, files and retrieves forms, correspondence and documents
• Updates, checks and completes records, forms and documents
• Verifies discrepancies and makes corrections
• Researches records and disburses information
• Establishes and maintains complex filing systems
• Schedules, gathers materials and prepares agenda for various meetings
• Takes and transcribes minutes of meetings and other proceedings
• Maintains control and assures availability of files and other materials
• Establishes and maintains complex filing systems
• Answers questions requiring knowledge of departmental rules and procedures
• Exercises discretion and judgment on minor administrative decisions
• Processes and distributes confidential and sensitive documents
• May maintain department budget accounting records
• May answer and route incoming phone calls

Essential functions of this position include but not limited to: sitting, walking, standing, crouching, stooping, kneeling, reaching, bending and crawling for filing; working with and around others; dealing with interruptions; repetitive motion(hand/wrist/elbow/ shoulder) for computer work, filing, copying etc.; vision acuity (near) for computer work and reading documents; hearing and speech for ordinary conversation; finger dexterity and touch for typing.

Minimum Qualifications

• Two years' experience in performing clerical or administrative work within subject area; OR
• Associate's degree and one year experience in performing clerical or administrative work within subject area; OR
• Any equivalent combination of education, training and experience which demonstrates the ability to perform the duties of the position.

This position is non-exempt from overtime.

Knowledge, Skills And Abilities

Considerable knowledge of:

• Business English, spelling and arithmetic, punctuation and grammar
• Office practices and procedures

Skill In

• Use of computer systems, Microsoft Suite, and other office machines
• Report preparation

Ability To

• Compose correspondence dealing with technical and complex matters
• Exercise sound independent judgment on a variety of problems in accordance with established departmental policies and procedures
• Prioritize, plan and carry out assignments
• Work safely and support the culture of workplace safety
• Establish and maintain effective working relationships with employees, other agencies and the public
• Follow written and verbal instructions
• Communicate effectively verbally and in writing

Coconino County is an Equal Opportunity Employer.

AmeriCorps, Peace Corps and other national service alumni are encouraged to apply.

Employee Benefits

Coconino County offers a comprehensive employee benefits package to regular employees working 30 or more hours per week that includes:

• Vacation/Annual Leave
• Sick Leave
• 10 Holidays Per Year
• Health Care Insurance
• Dental Plan
• Vision Plan
• Group Life Insurance
• Pre-Tax Deduction Plan
• Sick Leave Conversion Plan
• Personal Day Purchase Program
• Vacation Sell Back Program
• Tuition Reimbursement Program
• Wellness Program
• Long-Term Disability
• Arizona State Retirement System
• Employee Assistance Program
• On-going Training Opportunities
• Free bus transportation/ EcoPass bus pass

(Regular Part Time employees receive some benefits on a pro-rated basis. Temporary and Seasonal employees do not receive benefits. Elected officials are not eligible for vacation and sick leave.)

Elective Coverage

• Dependent Medical, Dental, and Vision
• Supplemental Life (for employees & dependents)
• Flexible Spending Account
• Health Savings Account
• Tax-deferred investment program
• Accidental and Disability Insurance
• Short Term Disability

01

The purpose of this Supplemental Questionnaire is to obtain perspective related to the applicant's value alignment with Adult Probation's vision and mission. Your thoughtful answers to these questions are required in order for your application to move forward in the recruiting process. Do you understand the above?

• Yes
• No

02

While this position is administrative in nature you will communicate directly with probation clients. Think about a time when you had to mediate or resolve a dispute. What steps did you take to find a solution, and what was the outcome? How might you use these skills when working with individuals.

03

How do you approach learning about new subjects or fields, especially when you lack prior experience? Please provide an example of a situation where you quickly adapted to a new area of knowledge.

04

Please describe your proficiency with common office software (e.g., Microsoft Word, Excel, and PowerPoint) and any specialized software relevant to the position (JOLTS/APETS/AZP ROS, AJACS, ACJIS, ONBASE). Provide examples of tasks you're accomplished using these tools.

• Required Question