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JOB TITLE: ADMINISTRATIVE ASSISTANT II
Department: Justice Services
Supervisor: Director, Bonner County Justice Services
Supervision Exercised: None
Exempt Status: Hourly
Benefits Eligibility Status: Eligible
BOCC Approval: 07/07/2020
SUMMARY
Provides general clerical and receptionist duties and responsibilities
for the Justice Services Division. Serves as front-office receptionist
in greeting and appropriately directing or providing information to
members of the public and users of the division both in person and over
the phone.
The Administrative Assistant is a clerical support position providing
general clerical and receptionist functions to the Justice Services
department. Work involves a variety of regular and recurring situations
where some judgment may be required to apply standard practices and
decision-making within clearly defined parameters. Works under direct
supervision of the Office Manager. Communicates heavily with others
inside the department, and regularly with users of the Countys Justice
Services. Work has a moderate but distinct impact on the operations of
the Justice Services department. Work is typically performed indoors in
an office setting. Typically involves low intermittent stress during
periods of heavy activity. Typically involves regular travel in the
local area.
ESSENTIAL FUNCTIONS
The essential functions include, but are not limited to, the following
duties and responsibilities which are not listed in any particular order
of priority and may be amended or added to by the County at any time:
Greets people in person at the front desk or over the phone. Answers
inquiries regarding services provided, and directs callers or visitors
to the appropriate resource or individual for inquiries that go beyond
the job scope or knowledge of the employee. Takes and routes messages
appropriately for employees absent or unavailable.
Performs a variety of clerical duties for Justice Services including
responding to requests for information or other correspondence, standard
memos and letters, reports, notifications, etc. as directed.
Maintains professional and effective working relationship with other
employees, the public, clients and other agency professionals.
Maintains and creates case files to document written and oral
information as needed throughout the office. Updates and otherwise
maintains files as needed.
Makes daily trips to the Courthouse to deliver and pick up documents.
Makes daily runs to other agencies as needed to courier documents and
other materials.
Schedules appointments for Probation Officers as directed. Meets all
visitors/clients and directs them to the proper office.
Monitors all traffic through the office including coming and going of
clients for safety issues. Greets individuals with a variety of
dispositions and in difficult situations with the potential to become or
be angry, agitated, under the influence of alcohol or illegal
substances, and/or suffer from mental health issues and assess the
situation and respond appropriately to summon the necessary assistance
without further agitating the individual.
Transcribes and proofs court documents, such as affidavits for both
Juvenile and Adult Misdemeanor Probation Officers.
Assures that all case files are put together for the Probation Officers.
Maintains case files to assure easy and accurate access for Probation
Officers. Files all documents in client files.
Screens incoming calls, mail and public contacts to evaluate and direct
inquiries. Distributes all incoming mail ensuring that all Probation
Officers have access to pertinent case mail, reports and related
documents.
Reads all police reports regarding juvenile offenders and route to
correct avenue (i.e., Probation Officers for probation violations or for
information on reports that do not contain offenses under the Juvenile
Corrections Act such as alcohol/tobacco offenses; or the Youth
Accountability Board staffing.
Prepares all information for weekly juvenile staffing (1st appearances),
This includes filling out the staffing sheets for each police report,
preparing a list of all offenders for the staffing, and providing
available social history times for each Juvenile Probation Officer.
Confirm with the Prosecutors office, the juveniles given Promise to
Appears on the juvenile staffing date.
Responsible
