Criminal Division Services - Criminal Division Services - Administrative Assistant

Allen County

Job Description

ADMINISTRATIVE ASSISTANT

Under the direction of the Assistant Director, the Administrative Assistant is responsible for performing a variety of administrative, clerical and secretarial functions, and duties to ensure proper functioning of Alcohol Countermeasures Department operations as well as assisting with overall department operations. This position is covered under the Superior Court Employee Handbook.  This is an employee-at-will position.     

ESSENTIAL FUNCTIONS:

• Maintains all department files and records and provides administrative support for department staff.

• Conducts in depth criminal history/record searches on program participants, records and transfers all criminal information to the clients’ files and requests, and receives state and national criminal history information from the Allen County Prosecutors office.

• Opens physical and electronic database files for program participants and enters all defendant information into the case management database.
• Prepares departmental documents, including memos, letters, correspondence, packets, and written notices.
• Files time sensitive court notices and travels to county offices delivering and retrieving documents.
• Responsible for performing observed urine drug screens on program participants including properly logging and bagging the specimens and completing appropriate chain of custody.

• Responsible for assisting with the duties of the department receptionist including, but not limited to answering and routing calls, scheduling appointments, providing assistance and information to clients and public, and referring callers to the appropriate person.
• Responsible for record retention by maintaining files and shredding documents outside State requirements for retention.
• Generates, maintains and updates client information and testing requests within the online chemical testing platform.
• Monitors postage meter and requests additional postage when needed.
• Maintains communication with personnel from other courts and law enforcement agencies to maintain        client, participant, and defendant documents and files and provides.

• Performs all other duties as assigned, including overtime as required.

REQUIREMENTS:

• High School Diploma or GED and a year or more of experience in secretarial, administrative, criminal justice, or related experience
• Strong organizational skills to maintain accurate files and prioritize assigned tasks
• Knowledge of the Allen County Court System
• Ability to multi-task and maintain focus to meet deadlines with frequent interruptions

REQUIREMENTS (Cont.):

• Strong verbal and written communication and customer service skills when working with the general public, governmental agencies, law enforcement, and co-workers
• Strong attention to detail to ensure accurate information is conveyed to the department, court officials, defendants, or members of the general public
• Ability to type with speed and accuracy
• Ability to use Microsoft Office and other job related computer software

DIFFICULTY OF WORK:

The Administrative Assistant performs moderate routine duties when entering defendants’ information into various criminal justice databases. Practical application of customary rules and regulations are used in assisting defendants, department employees, and the courts when supervising defendants and supervised drug screens.

RESPONSIBILITY:

The Administrative Assistant is responsible for performing a variety of relatively standardized assignments when searching criminal histories and transferring information to clients’ files. Errors in work are not immediately apparent, but are revealed through adverse effects on subsequent operations involving defendant information and the delivery of time sensitive notices.

PERSONAL WORK RELATIONSHIPS:

The Administrative Assistant maintains frequent contact with other County employees, judges, attorneys, personnel and officials from a wide variety of government, law-enforcement and social agencies, and members of the general public when performing clerical and administrative tasks for the Criminal Services Division.

WORKING CONDITIONS:

The Administrative Assistant works in an office setting with frequent sitting and the ability to move about freely.  Some lifting of up to twenty pounds, bending and reaching overhead, and kneeling is required and frequent bending, typing, attention to detail, transcription and proofreading, monitoring of equipment, and detailed inspection exists.  The Administrative Assistant works in an environment where they will frequently come into contact with bodily fluids.

SUPERVISION:

None

LICENSING:

None

IMMEDIATE SUPERVISOR:

Assistant Director- Criminal Division Services

HOURS:

8am- 4:30pm; 37.5 hours/week; overtime as required

EEO CATEGORY:

0106

WORKERS’S COMP CODE:

8820

I agree that the contents of this job description are a fair and accurate representation of the duties of this position being described.

Employee Signature: ____________________________________________ Date: ____________________

Supervisor Signature: ____________________________________________ Date: ____________________

If hired, you must provide proof of educational attainment at New Hire Processing or during the interview process.