Secretary - Adult Probation

Denton County, Texas; Denton (TX); On-site; USD 32,000 - 42,000; Full time

Job summary

Denton County invites applications for a technical-clerical accounting support role within the adult probation program. Under general supervision, you will enter data, balance receipts, and prepare financial records.

The position also handles routine clerical tasks: correspondence, mail processing, phones, greeting visitors, and filing. Evening closeout tasks include preparing reports and assisting with vendor contracts as needed.

Qualifications

• High school diploma or GED required; 1–2 years of clerical experience.
• Experience with word processing and spreadsheet software preferred; bilingual English/Spanish is a plus.

Responsibilities

• Enter and maintain probationer account records using data-entry equipment.
• Balance cash receipts and prepare daily reports; prepare bank deposits.
• Answer telephones, greet visitors, and route inquiries.
• Prepare correspondence, reports, and forms with accurate spelling and formatting.
• Distribute mail and maintain filing systems.
• Assist with contracts for service vendors and review invoices.
• Perform other related clerical tasks as needed.

Skills

Data entry

Word processing

Spreadsheet

Education

High school diploma or GED

Secretarial or bookkeeping coursework

Job description

Description

THIS POSTING MAY CLOSE AT ANY TIME ONCE A SUFFICIENT NUMBER OF APPLICATIONS HAVE BEEN RECEIVED. Under general supervision, performs a variety of technical-clerical work of an accounting nature for the County adult probation program. Work involves utilizing computer-driven data entry equipment to prepare and maintain probationer account records, balancing receipts, and preparing financial records and process reports. Employee is also responsible for performing a variety of general clerical assistance duties, such as preparing routine correspondence, processing mail, and answering telephones and greeting visitors. Duties assigned to employees in this job title may vary according to allocation of workload and specific needs of the Division. Reports to the Administrative Supervisor.

Examples of Duties

• Utilizes computerized data entry equipment and various word processing, spreadsheet and/or file maintenance programs to enter, store and/or retrieve information as requested or otherwise necessary; summarizes information for standard reports, selecting data from varied sources.
• Prepares and maintains probationer account records, entering personal data, probation provisions and restrictions, supervision and reporting requirements, fees and/or restitution payment schedules, etc.; receives correspondence and appropriate documentation for probationers transferred to County, and establishes accounts and prepares correspondence to advise probationers to report; amends probationers' account files to reflect receipt of payments, changes in probation status, etc.; closes out probationers' files upon end of probation period, revocation of probation, or as otherwise appropriate.
• Receives payments from probationers or via mail, entering payments into proper account files and issuing receipts; balances cash on hand with receipts for individual accounts, and prepares daily reports; prepares bank deposits.
• Answers telephones and greets visitors, receiving inquiries and providing information or referring callers to proper official, as appropriate; records and relays messages, as appropriate.
• Types materials into form from typed or handwritten copy or machine dictation using a variety of complicated formats for preparing correspondence, reports, legal motions, manuscripts, etc.; assumes responsibility for correctness of spelling, punctuation, format, and grammar.
• Distributes incoming mail and processes outgoing mail.
• Maintains a variety of computerized and tangible files, filing and retrieving information as requested or otherwise necessary.
• Maintains office supply inventories, ordering and distributing supplies as necessary; prepares photocopies of necessary forms to maintain supplies.
• Prepares contracts for service vendors and reviews invoices submitted by service vendors; maintains list of contracted service vendors.
• Performs other related work as required.

Minimum Qualifications

• Graduation from high school or a general equivalency diploma (GED), preferably supplemented by course work in secretarial science or bookkeeping, and 1 to 2 years of experience in clerical work, including use of computer-driven word processing, spreadsheet and file maintenance programs; or an equivalent combination of education and related experience.

Bilingual in English and Spanish preferred.