This position is part-time, nonexempt, unclassified and not covered as defined by The Board of Commissioners of the County of Allen Employee Handbook.
Hours are 8:00 am – 4:30 pm; 37.5 hours/week
Under the direction of both the Placement Coordinator and the Clinical/CBT Coordinator, the Receptionist/Administrative Assistant serves as a departmental receptionist by answering incoming telephonic calls from the public, while assisting the Clinical Division by scoring testing material, filing, and managing file organization; also preparing all necessary paperwork for offenders being accepted and discharged from the Clinical Division.
ESSENTIAL FUNCTIONS:
- Responds to all telephone correspondence from offenders, outside agencies, staff members and families regarding information concerning the offender. Directs calls and messages to appropriate staff. Enters documentation of correspondence and contacts when related to the offender’s placement on home detention in designated database.
- Processes a wide variety of documents and prepares electronic correspondence/information under strict guidelines.
- Answers visitor and client inquiries regarding Community Corrections.
- Prepares paperwork to be filed into participant files.
- Receives and distributes all incoming correspondence including court referrals, faxes, in/out going mail, subpoenas and deliveries by Fed Ex and UPS.
- Scores the initial risk/needs assessments, prepares the required reports and forwards the information to the Mental Health Clinicians to prepare for the assessment of offenders.
- Prepares assessment files for evaluators according to standards of professional practice.
- Assists the Clinical/CBT Division with general division duties as necessary or assigned which includes, but is not limited to: data entry, filing, making copies, file maintenance, oral/written/electronic correspondence, and other duties/functions as assigned or required.
- Assists with data collection for statistical reports, documentation, and program analysis.
- Files documents into participant’s file and performs general maintenance therein as necessary.
- Assists with data entry into agency specific Case Management Software; produces reports as required or requested by staff or supervisor.
- Contacts offenders to provide reminders of appointments with appropriate staff and ensures compliance with division rules, and/or reschedules missed appointments. Completes all required forms, documents information in the appropriate databases, notifies offender of scheduled appointments or reschedules appointments, and notifies the appropriate staff by electronic mail.
- Assist in file audits as assigned by the Clinical Coordinator.
- Backup for the HTE system for payroll by ensuring all information is entered correctly for payroll amounts, benefit deductions, log sheets, time sheets and records of time off when Personnel Manager is out of the office.
- Performs all other duties as assigned.
Minimum Requirements and Working Conditions
REQUIREMENTS:
- High School Diploma or GED
- One year experience answering a multi-line phone and/or working in a fast paced, high stress environment
- Strong computer skills with the ability to use Microsoft Office and other job related software
- Strong written and verbal communication skills
- Ability to use a variety of standard office equipment
- Ability to use a variety of law enforcement equipment and devices
WORKING CONDITIONS:
The Receptionist/Administrative Assistant works in an office setting with frequent contact with potentially dangerous, violent and abusive program offenders convicted of various misdemeanor and felony offenses. This position requires the ability to move around freely with some walking, standing and sitting including the ability to lift up to forty pounds, some bending, pushing and/or pulling loads and reaching over head.
EmoticonEmoticon