Probation Intake Clerk

Job Title:

Probation Intake Clerk Salary Grade: 11
Division/Department:
Court Administration/Probation Services Salary: $41,600.00

Reports To:

Probation Support Services Supervisor Date Posted: 8/21/25

FLSA Status:
Non-Exempt Last Revised: 7/31/25

Insurance:
Comprehensive Health, Dental, Vision, Life and an Employee Assistance Program. Supplemental Life may be purchased at group rates.

Paid Time Off:
Twelve (12) holidays, vacation time (after 6 months) of three (3) weeks per year for the first eight (8) years of service, and sick time.

Retirement:
Ohio Public Employees Retirement System (OPERS) with 14% annual employer contribution and Deferred Compensation Plans.

The Probation Intake Clerk is to provide excellent customer service for in-person and incoming phone calls from youth, families, legal guardians, attorneys, agencies, and all other visitors. Additionally, the Probation Intake Clerk is to assist and support courtroom staff, Probation Department staff, and partners such as Ohio Department of Youth Services (ODYS), Detention Center, and Transport unit. The daily tasks of the Intake Clerk include case assignments via court management system, investigation and supervision tasks, referrals, DNA and fingerprint collection, address updates, police report requests, maintaining the Record Room, and ODYS commitment processing.

Also, the Intake Clerk will meet with youth and families for the completion and explanation of court orders and probation intake process. This position requires attention to detail, knowledge of court management systems and journal entry comprehension, good decision-making skills, use of confidentiality, and teamwork.

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.

• Greets and receives youth and families, probation staff, and courtroom personnel to gather information for the intake process as well as direct walk-in visitors.
• Enters data as necessary via electronic task assignments for the processing of judicial orders, generating appointment notices, etc.
• Updates the information system as needed, such as name, address, phone number, DNA, fingerprints, and school, and grade level.
• Picks up, sorts, and processes distribution material submitted to Probation Support Services to appropriate locations.
• Prepares case files for investigation assignments by entering necessary data into logs and preparing them for distribution to appropriate district offices and courtrooms.
• Answers telephone calls, take messages, responds to questions, provides direction to callers, and notifies branch offices of probation assignments, etc.
• Reviews journal entries for missed probation orders, etc. Retrieves appropriate information for review and probation assignment.
• Files, sorts, and distributes case files in Probation Department Record Room and updates database accordingly to address record creation, record recall, and the dead files project.
• Collects, processes, and submits client’s DNA and fingerprints.
• Must provide office coverage when Probation Support Services Supervisor and Assistant are out of the office. The most essential task of coverage is to coordinate and problem-solve ODYS commitments that include to review the ODYS Checklist for completion, documents on spreadsheet, and save and send the Intake Form, Call-in Form, Birth Certificate, Social Security card, Complaint(s), signed Journal Entry(s), and Credit Addendum.
• Responsible for explanations of ODYS commitment process to Parole and Probation Officers, legal guardian, parent, and/or families.
• Performs other duties as assigned.

Has no direct supervisory responsibility for staff members.

Standard office equipment and office technology such as copy machines, personal computers and telephones.

All court-related information regarding hearings, etc. that the employee may come in contact with by working in the…