Administrative Assistant II

POSITION DESCRIPTION
Montgomery County Common Pleas Court
Juvenile Division

CLASSIFICATION TITLE: Administrative Assistant II
FLSA STATUS: Non-Exempt
EMPLOYMENT STATUS: Full-time
DEPARTMENT: Probation Services
REPORTS TO: Juvenile Probation Supervisor
PAY GRADE: A4
CIVIL SERVICE STATUS: Unclassified
WORK SCHEDULE: 40 hours per week

DISTINGUISHING JOB CHARACTERISTICS

Combines general clerical and secretarial support to the Probation Services Department with program-level data collection, tracking, and reporting. Work includes preparation of recurring reports submitted to state agencies and funding partners, maintenance of program records and tracking systems, and coordination across assigned units.

Positions in this classification support one or more program areas and may be assigned to a Probation Operations Manager, a unit supervisor, or department-wide reporting functions. Incumbents may be assigned to collective department-wide tracking for grant reporting and Court initiatives in addition to duties within their assigned area. Illustrative duties are specified for the classification.

“In this position, you are an At-Will Employee serving at the pleasure of the Administrative Judge.”

ESSENTIAL DUTIES AND RESPONSIBILITIES

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons, covered by the Americans With Disabilities Act, in accordance with its requirements.

Provides secretarial and administrative support to the Department and assigned programs. Welcomes the public and answers inquiries from juveniles, families, agency representatives, victims, Court staff, and others having business with the Court, directing inquiries to the appropriate party. Manages business calls, maintains calendars and appointments, types meeting minutes, maintains records, and processes departmental printing requests.

Enters, verifies, and maintains program data in Court and state reporting systems. Reviews records for accuracy and completeness, which may include participation and attendance records, work hours, payment and completion records, referral lists, testing results, and program status changes, depending on the assigned area.

Prepares and submits recurring required reports to established deadlines, including daily recordkeeping, monthly progress and supervisor reports, quarterly reports, and data submissions supporting Ohio Department of Youth Services reporting, Targeted RECLAIM documentation, and grant applications and compliance requirements as assigned.

Assembles program and case documentation packets requiring compilation from multiple sources. Monitors due dates, identifies missing items, and notifies the assigned supervisor of gaps in advance of submission.

Creates and maintains program files, logs, and tracking systems as assigned, which may include Victim Impact Statements, restitution cases, mileage, program testing records, or other program-specific data. Updates the Supervisor on issues and concerns.

Works with the Clerk's Office, program partners, and other Court departments to verify program and financial data applicable to the assigned area, including restitution amounts, Juvenile Court numbers, and payments.

Coordinates program logistics and distributions, including passes, gift cards, incentives, and program materials, in accordance with Court custody and routing procedures. Maintains supplies and materials for assigned program functions and notifies the supervisor when reordering is required.

Assists with organizing community events, including flyers, income and expense spreadsheets, mailing lists, bulk mailings, donor correspondence, and quarterly newsletters.

Provides front-desk coverage for the department's receptionist as needed. Notarizes complaints for filing and other documents as required.

OTHER DUTIES AND RESPONSIBILITIES

Additional duties as assigned by the Supervisor or Manager.

SCOPE OF SUPERVISION

None

EQUIPMENT OPERATED

Computer; Microsoft and Canva software; Court and state data systems; timekeeping systems; telephone, scanner, copier, fax machine, and other general office equipment.

CONTACTS WITH OTHERS

Staff; general public; attorneys; placement agency representatives; youth; parents; state agency and grant program contacts.

CONFIDENTIAL DATA

Juvenile social and delinquency/unruly history, personal files and records; medical, psychological and substance abuse reports; testing results; information regarding youth's home and personal life; demographic information; Juvenile Court, Prosecuting Attorney's and Juvenile Court Detention databases; Adult Probation PSIS; law enforcement police reports; DYS information; non-public information contained in personnel records; adult records via DPD, MCSO, and Ohio BCI record checks.

WORKING CONDITIONS

Good office working conditions.

USUAL PHYSICAL DEMANDS

The following physical demands are typically exhibited by position incumbents performing this job's essential duties and responsibilities. These physical demands are not, and should not be construed to be job qualification standards, but are illustrated to help the employer, employee and/or applicant identify tasks where reasonable accommodations may need to be made when an otherwise qualified person is unable to perform the job's essential duties because of an ADA disability.

While performing duties of this job, the employee regularly exhibits digital dexterity and eye-hand coordination when performing typing and other tasks. The employee frequently sits for extended periods of time, and occasionally stands and walks. Employee converses verbally with others in person and by telephone. Vision demands include close, relatively detailed vision when typing and using a computer screen.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES

Knowledge of: Court judicial system and process; secretarial science and office practices; program data collection, entry, and reporting practices; recordkeeping and tracking systems; English word usage, spelling, sentence structure, and punctuation.

Ability: Maintains confidentiality of sensitive subject matter; works independently and manages recurring reporting deadlines without direct oversight; enters and verifies data with a high degree of accuracy and resolves discrepancies against source records; compiles information from multiple sources into a single deliverable; coordinates with staff across units and with external agency contacts; establishes and maintains effective work relationships; exhibits a pleasant telephone manner; files documents in alphabetical, numerical, and subject order; word processing and bookkeeping; operates general office equipment; types 40 wpm.

Skills: Organization, multi-tasking, oral and written communication, data entry accuracy, spreadsheet and reporting, deadline management.

QUALIFICATIONS

An appropriate combination of education, training, course work, and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of an acceptable qualification is a high school degree, GED or equivalent with coursework in secretarial science, business administration, data or records management, or a related field, and three years related secretarial and administrative experience in a court system or related field, including experience maintaining records or preparing recurring reports. Intermediate knowledge of Microsoft Word, Excel, Publisher, and PowerPoint, with demonstrated Excel proficiency in sorting, filtering, formulas, and maintaining tracking spreadsheets. Working knowledge of Canva. Ability to type 40 wpm.

Preferred: Experience with state or grant-funded program reporting; experience with database or case management systems.

Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.

LICENSURE OR CERTIFICATION REQUIREMENTS

Notary Public

This job description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filling this position, who will be required to follow instructions and perform any duties required by the employee's supervisor or designee.