Job Description

Posting number: 11210

Department: Juvenile Services

Job classification: Secretary, IV - Juvenile Services

Posting type: Open

Categories: Office and Administrative Support

Summary

Provide clerical support to the probation staff, Court Clerk and six (6) satellite probation offices; manage collection, receipt and disbursement of probation fees and restitution; build and maintain juvenile records in the Juvenile Case Management System (JCMS) database on receipt of police referrals; produce court reports; assist in court docketing and develop court information for probation officers for hearings and case management services.

Examples of duties

1. Creates and maintains database for JCMS system; maintains all juvenile files and records; types handwritten or dictated chronological notes of clients into JCMS System (i.e., chronological recordings). Updates JCMS with case planning dates and scans case planning documents into JCMS. Develops case plan screens in JCMS so probation officer (PO) can monitor upcoming due dates.
2. Types documents required by Court-related delinquency proceedings, e.g., Social History, Pre-Diagnostic Study, Progress Report, Detention Evaluation.
3. Processes incoming police reports, builds files and completes computer screens and appropriate paperwork.
4. Develops outgoing correspondence (appointment letters, metering/sorting mail), occasional administrative correspondence and flyers.
5. Notarizes, files, prepares files for warehouse storage and responds to requests for juvenile record checks and other inquiries. Copies files as requested by subpoena or court order.
6. Answers phone, takes messages, and greets visitors in a professional manner. May serve as backup to the Receptionist/Switchboard Operator who answers a multi-lined phone PBX; maintains a sign-in log of clients, attorneys, victims and witnesses for all courts; notifies staff of their arrival and monitors lobby activities. Also provides assistance in responding to overflow calls for directions and record check information.
7. Establishes restitution and probation fee accounts; collects, processes receipts, disburses payments and prepares deposits.
8. Notifies the PO when a client is in detention and prepares offense reports of detention hearings.
9. Enrolls clients placed on electronic monitor in Web Patrol and updates schedules for PO.
10. Performs a wide range of miscellaneous clerical tasks in support of probation staff including but not limited to notarizing forms, copying, faxing, filing client file paperwork, preparing interim courtesy supervision packets, mailing case planning documents and sealing letters. Completes CR-44J forms for closed Deferred Prosecution Probation (DPP) and Traditional Probation cases, and removes DPP clients for the processed referrals queue in JCMS.
11. Prepares orders for office supplies, bus passes for clients, and other items as needed. Submits work orders for office repairs, office equipment, and phone lines and arranges for pick-up of recycled paper products.
12. Attends meetings as assigned. Arranges meeting spaces as directed.
13. Prepares miscellaneous documents for mailing.
14. Assists the court clerk with the docketing of delinquency cases for four (4) courts and monthly statistics.
15. Prepares court documents (Texas Juvenile Justice Department [TJJD] Orders, Sealing Orders) for Court signature; copies and distributes (Judgments and Court Orders) to the appropriate Probation Officer; prepares all court letters notifying parties of court date and time; prepares legal jackets for court hearing.
16. Prepares new probation files for transfer to various filed units; constructs monthly satellite report tracking files.
17. Troubleshoots and maintains department copiers, printers, fax machines with toner changes and paper supply.
18. Performs all other related duties as assigned.

Qualifications

• High School diploma and one (1) year of office experience.
• Ability to perform word processing proficiently and edit court documents for correct language and composition.
• Accuracy in filing and assignment of numbers of juvenile records; ability to take and transcribe dictation.
• Interpersonal skills in dealing with the public and professional staff.
• Experience in a legal firm, court and probation systems especially helpful.
• Ability to operate fax machine, copier and printer machinery and to instruct others in their operation.
• Ability to place work in priority and meet deadlines.
• Notary Public may be required, depending on position.

Supplemental information

While performing the duties of this position, the incumbent is regularly required to sit, stand, kneel, walk, reach and lift.