Support Staff Generalist

Franklin County Court of Common Pleas - General Division; Columbus (OH); On-site; USD 36,000 - 48,000; Full time

Job summary

Franklin County Court of Common Pleas - General Division is seeking an Administrative Support position for the Adult Probation Department. The role involves data entry, scheduling offenders for PSI appointments, and receptionist duties while interacting with both the public and court personnel.

Candidate will maintain case management databases, handle correspondence, and ensure confidentiality while providing back-up support as needed.

Qualifications

• High school diploma or GED or equivalent is required.
• Minimum one year of clerical experience in a professional setting.
• Two years of computer operations experience is preferred.

Responsibilities

• Perform data entry and data maintenance in case management systems.
• Schedule offenders for PSI appointments using the database calendars.
• Greet the public and Court personnel and answer phone lines.
• Prepare, sort and distribute correspondence to appropriate staff.
• Maintain lobby area and check-in calendar for offenders.
• Provide PSI reports to attorneys as requested.
• Maintain confidentiality and professional demeanor during stressful situations.
• Back up other support staff as needed.

Skills

Data entry

Reception duties

Scheduling

Communication

Confidentiality

Office etiquette

Education

High school diploma or GED

Two years of computer operations

Tools

Case management database

Microsoft Office

Job description

The purpose of this position is to contribute to a strong supportive and productive team environment; perform administrative functions including, data entry, scheduling offenders, and receptionist duties for the Adult Probation Department. To successfully fulfill the essential job functions, one must be able to interact with accused and/or convicted criminal offenders.

Essential Job Functions:

• Promote and adhere to the Vision, Mission, Core Principles and Values of the Probation Department;
• Foster an inclusive and culturally competent work environment;
• Maintain effective lines of communication with all staff and stakeholders;
• Promote and adhere to departmental policies and procedures;
• Contribute to a strong, supportive and productive team environment;
• Provide positive reinforcement to and build rapport with offenders;
• Maintain confidentiality of department information;
• Greet and provide assistance to the general public and Court personnel individuals;
• Creating new cases in the case management database;
• Enter data into various systems;
• Schedule offenders for PSI appointments utilizing calendars in the case management database;
• Assist in assignment of cases ;
• Answer phone lines and direct callers to appropriate locations/personnel;
• Manage the lobby and wait time for offenders by utilizing the check-in calendar in the case management database and reaching out to appropriate personnel when necessary;
• Provide attorneys with PSI reports;
• Review database information to provide appropriate information to inquiries;
• Prepare, sort and distribute correspondence and paperwork to appropriate personnel;
• Maintain APD phone list and update phone numbers and caller ID for new staff;
• Serve as back-up to other support staff positions;
• Maintain a professional demeanor during stressful situations;
• Adhere to assigned work schedule while exhibiting regular and predictable attendance;
• Respond courteously to inquiries;
• Maintain proficiency and applicable certification with all job and training requirements;
• Maintain professional and technical knowledge by attending professional training and conferences;
• Maintain professional conduct and attire; and
• Perform other related duties as required.

Knowledge, Skills & Abilities Required to Perform Essential Job Functions:

• Performance of essential functions requires exposure to accused and convicted criminal offenders;
• Knowledge of evidence based practices in the field of community corrections;
• Ability to engage productively and sensitively with persons of varying cultures and diversity;
• Ability to analyze situations quickly and objectively, and to determine proper course of action to be taken;
• Ability to cope with situations firmly, courteously, tactfully, and with respect for the rights of others;
• Ability to correctly use the English language- grammar, punctuation and spelling;
• Ability to communicate effectively with individuals in person or over a telephone;
• Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions;
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; may include the ability to perform statistical analysis;
• Ability to exercise judgment, decisiveness and creativity in situations involving evaluation of information against measurable or verifiable criteria;
• Ability to evaluate, audit, deduce, and/or assess data using established criteria including exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternative;
• Ability to perform physical demands and exhibit mental aptitude needed to perform work duties including recognition of unusual or threatening conditions, maintain self-control and take appropriate action; and
• Ability to exert light physical effort in sedentary to light work, tasks may involve extended periods of time at a keyboard or workstation. This position may involve infrequent lifting, carrying, running, pushing and/or pulling of objects and materials of moderate to heavy weight (50 pounds).

In addition to the Essential Job Functions and Knowledge, Skills, and Abilities identified, the following competencies are considered during the hiring process and are integral to the position:

Knowledge, Skills, and Abilities:

Possesses, acquires, and maintains the technical/professionalexpertise required to do the job effectively and to create solutions.Technical/professional expertise is demonstrated through problem-solving, applying professional judgment, and competent performance.

Decision-making/Problem Solving:

Makes sound, well-informed, and objective decisions promptly. Compares data, information, and input from a variety of sources to draw conclusions. Takes action that is consistent with available facts, constraints, and probable consequences. Applies both rational and creative processes to identify unknown root causes of problems. Based on the situation, decides the best course of action, implements the solution and evaluates the outcome. Calculates and evaluates the long-term consequences of a decision.

Stress Tolerance:

Maintains effective performance under pressure. Handles stress in a manner that is acceptable to others and the organization. Stays calm and even-tempered when handling crises, stressful situations, continuous change, or unexpected developments. Able to recover from difficult situations and is seen as a settling influence in a crisis.

Teamwork:

Works effectively in a team environment to accomplish organizational goals. Builds constructive working relationships with interested stakeholders to identify and meet mutual goals and objectives. Participates as an active and contributing member of teams with a focus on improving offender outcomes and department goals. Shares information and credit as appropriate for team accomplishments. Helps create and maintain strong morale and a feeling of belonging in his/her team. Acts as if "true success" is the success of the whole team.

Conflict Management:

Uses appropriate interpersonal styles and techniques to reduce tension and/or conflict between two or more people, can size up situations quickly, can identify common interests, and facilitate resolution. Steps up to conflicts and sees them as opportunities. Finds common ground and achieves cooperation without disruption to workflows or interpersonal relationships.

Cultural Competence:

Values an inclusive organization where the differences of all people are respected, valued, and utilized towards achieving common goals. Respects and relates well to people from varied backgrounds and understands diverse worldviews. Sensitive to group differences. Sees diversity as an opportunity, respectfully challenges bias and intolerance. Supports equal and fair treatment.

Communication:

Conveys and receives information and ideas through a variety of media to individuals or groups in a manner that engages the listener, helps them understand and retain the message and, invites response and feedback. Keeps others informed as appropriate. Demonstrates effective written, verbal, and listening skills.

Collaboration:

Develops and maintains effective working relationships with coworkers and stakeholders using strong interpersonal skills to meet mutual goals and objectives. Obtains cooperation from others. Seeks and encourages win-win alternatives.

Influence:

Uses appropriate interpersonal skills and techniques to gain support and acceptance for ideas or solutions. Uses influencing strategies to gain mutually beneficial agreements. Seeks to persuade rather than force solutions or impose decisions or regulations and recognizes personal autonomy of others.

Dependability and Reliability:

Personally responsible. Completes work in a timely, consistent manner and is committed to being available during business hours to further organizational goals. Demonstrates regular and punctual attendance and arrives prepared for work. Committed to doing the best job possible and diligently follows through on commitments. Consistently meets deadlines.

• High school diploma or GED equivalent
• Minimum of one year experience involving clerical work
• Minimum two years’ of computer operations
• English capabilities sufficient to communicate effectively with other individuals in person or over the phone

• Minimum of two (2) years of experience involving clerical work
• Experience in a court related position