Clerk II: Criminal Justice Services
Performs a variety of highly responsible, confidential and complex secretarial and administrative duties for the Treatment Alternatives and Diversion Program; work performed encompasses general office management, the collection of data for special projects, preparation of reports and financial documents, composition of correspondence and utilization of current word processing and spreadsheet applications.
Prepares, composes, files and distributes various confidential reports, statistics, contracts, plans, proposals, schedules, legal documents, court orders, memos, correspondence, purchase orders, promotional materials, etc. via operation of word processing equipment; maintains the confidential nature of client and business information; completes word processing work in an accurate, effective and timely manner.
Prepares, maintains, processes and distributes various reports, records, invoices, legal documents and other documents pertinent to the department’s smooth operation; ensures same is in compliance with departmental policies and procedures and is accurate and complete; maintains a detailed and extensive confidential filing system; ensures efficient retrieval of information.
Receives, screens and routes phone calls; records messages, provides information and answers questions regarding departmental policies and procedures; provides intelligent referrals of all inquiries; routes calls to appropriate destination, records accurate information and resolves complaints in a timely and tactful manner.
Receives, opens, time-stamps and distributes mail; ensures mail is routed throughout the office.
Composes agendas, tabulates data and compiles meeting packets; serves as administrative assistant; records and prepares meeting minutes; ensures the completeness, accuracy and timeliness of distribution for the same.
Organizes and maintains a calendar of appointments, meetings and other events pertaining to the department; ensures calendar is updated with accurate information in a timely manner.
Coordinates, monitors and participates in both the TAD Grant and Human Services department’s purchasing process; completes purchase orders, researches cost of supplies, monitors departmental budget expenditures, verifies receipt of purchased items, records purchases and routes necessary information to the finance department and purchasing division; trains departmental employees in purchasing policies and procedures and ensures compliance with rules and regulations.
Processes all department billings; assists contractors in resolving billing problems; authorizes vouchers for payment in absence of the department head in accordance with County policies and procedures.
Maintains time management forms required for personnel working on TAD grant and submits to finance.
Assists the department head in collecting data for special projects and prepares a variety of confidential and complex reports; maintains confidentiality of reports.
Score examinations for mandatory in-service training and track attendance at required classes.
Assist in the preparation and administration of grants for Treatment Courts.
Performs related functions as assigned.
MATERIALS AND EQUIPMENT USED:
General office equipment
Minimum Qualifications Required
Education and Experience:
Two-year college or technical school degree in Secretarial Science or a related field, plus four years of progressively responsible administrative experience, training and/or experience in substance abuse; or any equivalent combination of education, training and experience which provides the necessary knowledge, skills and abilities.
Licenses and Certifications:
Knowledge, Skills & Abilities
Knowledge of administrative practices and procedures.
Knowledge of modern office equipment, practices, and procedures.
Knowledge of assigned department operations, organization, terminology, polices, procedures and laws governing the department’s operations or ability to acquire such knowledge during a reasonable period of training.
Knowledge of business English, spelling, arithmetic, and vocabulary.
Knowledge of the local, state, and federal laws, rules and regulations pertaining to the administration of programs, functions, services, and operation of the department.
Knowledge of accepted bookkeeping, accounting, and budgeting practices and procedures.
Knowledge of and ability to utilize a computer and the required software.
Skill in the care and operation of word processing equipment, personal computer software and standard office equipment.
Ability to compose and/or prepare effective correspondence on moderately complex matters and perform office management details without referral to a supervisor.
Ability to prepare and maintain complex office and confidential records and to prepare accurate reports from file records and materials.
Ability to make independent decisions in accordance with established policies and procedures.
Ability to appreciate the confidential nature of the position.
Ability to communicate clearly and effectively, both orally and in writing.
Ability to do mathematical calculations for record keeping and preparation of reports.
Ability to establish and maintain effective working relationships with staff, other departments and the public.
Ability to work independently, exercise judgement, and effectively utilize authority.
Ability to operate and utilize advanced computer networks in the creation, design, and input of data, and to print reports from various data bases.
Ability to work the required hours of the position.
Lifting 30 pounds maximum with frequent lifting and/or carrying of objects weighing up to 20 pounds.
Intermittent standing, walking and sitting.
Using hand(s), feet for repetitive single grasping, fine manipulation, pushing and pulling, and operating controls.
Frequently bending, twisting, reaching and grappling; occasional squatting and climbing.
Communicating orally in a clear manner.
Distinguishing sounds at various frequencies and volumes.
This position description should not be interpreted as all inclusive. It is intended to identify the major
responsibilities and requirements of this job. The incumbents may be requested to perform job-related
responsibilities and tasks other than those stated in this description.