Administrative Assistant - Juvenile Probation

Job Description

Department:                     Courts          

Sub-Department:             Juvenile Probation

Pay Grade:                      103     

FLSA Status:                   Non-Exempt

Employment Status:       Full Time

Reports to:                      Administrative Supervisor   

Supervises:                     N/A

Job Summary:

This position requires serving as the departmental entry point for all delinquency allegations. This position also serves as the primary customer service agent by greeting and assisting clients and the public. It also includes a variety of specialized clerical duties and responsibilities within the department.

Essential Job Functions: 

• Customer Service:
  1. Greet and assist clients and public by taking or providing information and directing them to the proper locations.
  2. Answer telephone calls and respond to general questions; direct calls to the proper   probation officer or take messages.
  3. Perform juvenile record checks for police departments or other agencies as well as verifying dispositions on current or previous cases on the telephone.
• Basic Clerical Duties:
  1. Scanning of all juvenile documents for the continued implementation of the Juvenile Probation Department’s paperless filing system.
  2. Type reports, Court Orders, Social Histories, Juvenile Petitions and correspondence for Juvenile Probation Officers and other staff members as required.
  3. File Court related documents.
  4. Process required department documents, forms and/or reports as required.
  5. Prepare the On-Call Schedule yearly and monthly; type schedule and submit to the   proper departments.  Updates the On-Call schedule and the On-Call book on a weekly basis and distributes.
  6. Administers required Random Moment Time Study Forms for Title IV-E reimbursement
  7. Serve as troubleshooter for computer problems.
  8. Provides record checks for State Sexual Offender Assessment Board, District Attorney recommendations of ARD, and new police allegations.
• Common Pleas Case Management System (CPCMS) & Juvenile Case Management System (JCMS)
  1. Enters written allegations into Common Pleas Case Management System  (CPCMS).
  2. Completes financial inquires regarding juvenile restitution & Court fees (CPCMS).
  3. Updates all demographic information into CPCMS & JCMS.
  4. Serves as back-up to the Administrative Technician for the entry of written allegations into JCMS.
• Acquire/Update PO’s Training Hours:
  1. Request hours, organize and itemize all yearly training hours for all probation officers and supervisors.
  2. Enter all training events into the JEMS database and include Probation officers hours attended for each training event.
  3. Enter all expenses related to training events into the JEMS database and print reports to help assist in the training budget.
• Court Duties:
  1. Serves as Juvenile Court Administrator when the Administrative Technician is not available.
  2. Types and disseminates hearing notices for juvenile court cases when Administrative Technician is not available.
  3. Processes required legal documents such as juvenile petitions, court orders, warrants, and motions.
  4. Corresponds with county agencies and other individuals such as attorneys.
  5. Generates outcome court orders into the Common Please Case Management System
  6. Pac-Files appropriate documents through the UJS Web Portal for Court Motions,
  7. Petitions, as well as Termination Memorandums
  8. Gathers all necessary paperwork for all Court Hearings for entry into Laserfiche for the Judges and Attorneys
• Power BI:
  1. Pull juveniles files and enter all required data into the Power BI Database.
  2. Pull information as requested and sort data into reports to obtain statistic numbers and other pertinent information needed to keep funding for the PCCD Grant.
  3. Complete JNET / CLEAN background checks on cases that are closed for recidivism purposes.
• Other Duties of the Job:
  1. Attends meetings or training sessions as required. Workshops and training sessions include locations such as State College and/or other locations.
  2. Performs any additional duties as assigned by the Chief Juvenile Probation Officer or Administrative Coordinator.

Minimum Requirements to Perform the Work: 

Education:

1. High school diploma or equivalent, plus some business/clerical and computer training.

Work Experience:

1. 2-3 years working experience in office or court system preferred. JCMS knowledge preferred.

Company Description

Mission Statement:To provide impactful and essential county services in the most effective, courteous, and financially responsible manner possible. 

We are always looking for talented, self-motivated individuals to join our team. If you think you are ready to be a part of an exciting team, then we encourage you to continue with this job application!

TECHNOLOGY SUPPORT/ISSUES WITH APPLYING: 

If you are having technology issues with the application or with uploading your resume and/or cover letter please reach out to KeldairHR Customer Support at support@keldairhr.com or Cumberland County Human Resources at humanresources@cumberlandcountypa.gov. 

EMAIL CONFIRMATION: 

If you do not receive a confirmation email within minutes of your job application submission, please check your email junk and or spam folders.   

Benefits

Medical Benefits:

• Capital Blue Cross Medical Insurance 
  • Health Savings Account
  • Wellness program with wellness incentives
• Capital Blue Cross Vision Insurance 
• United Concordia Dental Insurance

Retirement Benefits:

• County Retirement Pension 
  • 5% minimum pre-tax contribution required, with the option of increasing your contribution over 5% up to 15% post-tax
  • Fully vested after 5 years of credited service
  • Normal Retirement Options:
    • Age 55 with 20 years of credited service
    • Age 60 with any amount of credited service
• Voluntary 457b Deferred Compensation Plan
• Military Time Buy Back Options

Paid Time Off:

• Vacation
  • 10 days per year, accrued per pay period (Non-Exempt) 
  • 15 days per year, accrued per pay period (Exempt)
  • Increase for both Non-Exempt and Exempt of 5 days per year after 2 years of service
• Personal
  • 3 Personal days per year, pro-rated based on starting date
• Sick
  • 5 Sick days per year, pro-rated based on starting date
• 12 Paid County Holidays
  • No waiting period to receive paid holidays

Additional Benefits:

• Educational Assistance
  • 80% of cost of tuition and books up to the annual IRS limit per calendar year (after 6 months of Full-Time Employment)
• Public Service Loan Forgiveness (PSLF) – certain eligibility requirements must be met
• Employee Assistance Program
  • Resources for: Childcare, Eldercare, Legal, Financial, and Coaching
• Flexible Spending Account
• Dependent Care Account
• Short Term Disability
• Long Term Disability
• Life Insurance