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POSITION DESCRIPTION

Position Title: Probation Clerk

Department: City Manager

Division: Municipal Court/Probation Services

Retirement: KPERS

FLSA: Non-Exempt

Effective Date: June 1, 2026

GENERAL PURPOSE

To provide clerical support for Municipal Court and Probation Services.

SUPERVISION RECEIVED

Works under the direct supervision of the Court Clerk Supervisor with daily task guidance from

the Probation Officer. Broad oversight from the Assistant City Manager.

SUPERVISION EXERCISED

None.

ESSENTIAL DUTIES AND RESPONSIBILITIES

(Note: Important duties and responsibilities may include, but are not limited to, the following)

Performs extensive typing/word processing with specific and detailed instructions given

when new assignments are made.

Performs clerical work requiring a high level of attention to detail to include, but not limited

to, the use of FullCourt software, filing, e-filing, completion of form letters and verifying

accuracy of legal documents in accordance with established procedures.

Responsible for extensive contact with clients, Department personnel, other City personnel,

Federal, State and local law enforcement authorities and agencies, and the general public.

Requires the ability to deal tactfully, courteously and effectively with clients, public

agencies, other employees and the general public.

Schedules various appointments to include UA testing, ADSAPs, PSIs, diversion screenings

and follow ups for clients using Outlook calendar and other systems.

Tracks probation clients on check-in status for completion of requirements and successful

completion.

Tracks client completion of auxiliary programs and manages scheduling of the same.

Provides word processing and typing support for department: letters, memorandums, forms,

mailing lists, weekly reports, purchase orders, and other materials from rough draft or

detailed instructions.

Covers the office during lunch hour or other absences.

Answers telephone, provides probation specific information, takes messages and routes calls

as necessary.

Retrieves, maintains and updates paper and electronic files for probation officers.

Sorts incoming mail and prepares material for mailing.

Sorts and files correspondence and other material, numerically, alphabetically, or by some

other predetermined classification.

Creates suspense file system to alert staff for interviews, court appearances and scheduled

appointments.

Learns the general role of the Probation Services Department in order to respond to requests.

Receives and tracks all fees; manages collection of client balances in accordance with City

financial policies and procedures.

Performs daily, weekly and monthly accounting, deposits and reports for submission to the

Finance Department.

Provides back-up support to Municipal Court.

Maintains the confidentiality of all client information.

May perform other duties as assigned.

PERIPHERAL DUTIES

May perform limited travel to the bank, post office, and other City offices as needed.

MINIMUM QUALIFICATIONS

(A) Must have a high school diploma or equivalent.

(B) Must be able to @type 35 wpm.

employment) and meet insurability standards under fleet insurance policy.

(D) Must have one year of experience in an office setting requiring constant public contact or six

months of previous experience in a law enforcement, corrections, legal or government office.

(E) At least one year experience with computers and software applications, to include Microsoft

Office programs such as Word, Excel, and Outlook;

(F) Ability to deal effectively with public complaints that may be confrontational.

(G) Ability to handle stressful situations and constant interruptions.

(H) Ability to meet attendance requirements of the position.

Necessary Knowledge, Skills, and Abilities:

Knowledge of:

Business English, spelling and business math.

Personal comp

City of Leavenworth

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Probation Clerk