Incumbent serves as Administrative Assistant for Vigo County Community Corrections responsible for assisting program Director, enrolling clients in program, and performing a variety of administrative functions.
Examples of Duties:
Communicates and administers personnel programs and procedures, and keeping supervisor and assigned staff informed of organization developments. Maintains employee files, such as vacation and sick days, and compensatory time.
Answers telephone and greets office visitors, providing information and assistance, taking messages, scheduling appointments, and/or referring to appropriate individual or department.
Processes and maintains account payables, including preparing claims, reconciling daily deposit, and preparing bank deposit. Prepares billing for Adult Probation drug screening, and post payments to computer as required.
Enrolls new program clients, including inputting client information, such as Court orders, prior arrest, and/or treatment into appropriate database, assessing fees and setting up payments for fees, preparing legal documents for signature of contract for fees, release of information, and enrollment forms.
Processes court orders, including updating data on computer, such as court dates, sentencing information, and various information as ordered by Courts.
Reconciles electronic payments, bank statements and required reports and expenditures.
Monitors transfer of clients, enrolling, referring to home, County or State program, including tracking compliance and advising Court as to status.
Maintain client and department files.
Performs duties of Secretary, Office Assistant, and/or other department personnel as needed or required.
May testify in court/legal proceedings as required.
Performs related duties as assigned.
Typical Qualifications:
High school diploma or GED.
Ability to meet all employer and department hiring requirements, including passage of a drug test.
Working knowledge of standard office policies and computer programs used by the department and ability to apply such knowledge to a variety of interrelated processes, tasks and operations.
Working knowledge of and ability to make practical application of basic bookkeeping principles, including collecting payments, accurately recording transactions, processing claims and payroll, and making simple arithmetic calculations.
Working knowledge of standard English grammar, spelling and punctuation, and ability to prepare reports as required.
Knowledge of basic filing systems and ability to create and maintain accurate and complete department files.
Ability to communicate and administer personnel programs and procedures, and keeping supervisor and assigned staff informed of organization developments.
Ability to type with speed and accuracy and properly operate a variety of standard office equipment, including computer, calculator, fax machine, copier, and telephone.
Ability to provide public access to or maintain confidentiality of Department information and records according to state requirements.
Ability to comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.
Ability to effectively communicate orally and in writing with co-workers, other County departments, clients and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.
Ability to compile, collate, or classify data, and coordinate, place, and make determinations based on analyses.
Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.
Ability to work alone with minimum supervision and with others in a team environment.
Ability to work on several tasks at the same time and work rapidly for long periods, occasionally under time pressure.
Ability to occasionally apply knowledge of people and/or locations, and plan and layout assigned work projects.
Ability to read and interpret detailed prints, sketches, layouts, specifications, and maps.
Ability to occasionally testify in legal proceeding/court as required.
Ability to regularly work evening hours and occasionally work extended hours.
Supplemental Information:
Incumbent maintains frequent contact with co-workers, other County departments, clients and the public for the purpose of exchanging information.
Incumbent reports directly to Director.
Incumbent performs duties in a standard office environment, involving sitting/walking at will, lifting/carrying objects weighing less than 25 pounds, keyboarding, speaking clearly, and hearing sounds/communication. Incumbent may be exposed to potentially violent/irate individuals. Incumbent regularly woks evening hours and occasionally works extended hours.
Vigo County is an Equal Opportunity Employer.
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