Administrative Assistant III - Supervised Release Services

The Administrative Assistant III for Supervised Release Services, under administrative supervision, serves as the secondary staff assistant for support services for SRS Supervisor II, SRS Supervisor I and SRS Probation Counselor I's and II. Maintains unit database, updating as needed and ensuring that they are as accurate and efficient as possible. Interprets all court orders as it comes to the unit and preparing required unit documents for client files.

On a daily basis, dually manages and distributes agency wide, as well as to CSU Court partners, daily program availability for multiple programs within JDRDC.

The position acts as a liaison on behalf of Unit Supervisor II, Unit Supervisor I and all SRS Pre-Trial officers to interpret established court related policies and procedures to provide resolution of problems if/when staff is not present. Periodically, this position may have to handle a crisis situation with juvenile(s) or parent(s) on site with other citizens present. In most cases, an immediate on the spot decision must be made to resolve the issue(s) in a calm, professional manner or summon outside help if needed.

The SRS Supervisors I and II are kept abreast of all issues.

This position is responsible for creating and maintaining necessary templates, and other forms, Excel spreadsheets, the Unit’s SharePoint page and Microsoft Teams team and channels, independently. Works on development of other time saving processes to ensure efficient management of time for the daily workflow. Periodically, due to storms or shortage of personnel, this position is required to assist off site personnel with testing and rebooting of computers and information gathering for computers and printers to maintain daily operation of the court's Supervised Release Services computer systems.

This position performs periodic data review for the research department and probation support services manager, analyzes information for accurate data entry to produce excel documents. In tandem with the other Administrative Assistant this position is point person for ordering office supplies and alcohol/drug screens online and maintains budget records for all purchases. Completes work orders for office repairs as needed. Tracks status and general location of all unit staff.

Completes other duties assigned.

This position performs in the assigned functional area of office administration.

(The illustrative duties listed in this specification are representative of the class but are not an all-inclusive list. A complete list of position duties and unique physical requirements can be found in the position job description.)

(The knowledge, skills and abilities listed in this specification are representative of the class but are not an all-inclusive list.)

• Uses spreadsheets or databases to organize information and produce standard reports;
• Prepares a variety of complex disbursement forms (e.g., check requests, travel forms, cash sheets, and journal entries) for routing and approval;
• May approve some disbursement forms;
• Compiles and maintains monthly, quarterly, semi-annual, and annual totals, reports, and financial statements;
• Explains fiscal rules and procedures to employees to ensure uniform application.

• Sets up accounts through corporate systems;
• Reconciles ledgers;
• Prepares status reports;
• Gathers data for use by others in preparing budget;
• Prepares transfer vouchers and interfund billing;
• Monitors external accounts for discrepancies.

• Prepares wide variety of accounting forms;
• Reconciles daily receipts or accounts receivable/payable;
• Identifies discrepancies and makes corrections;
• Collects required documents;
• Prepares and authorizes expense vouchers and/or invoices within limited authorization levels.

• Verifies requests for goods and services against county contracts and funding sources;
• Orders goods or services and follows up/resolves discrepancies and ensures delivery;
• Authorizes requests for goods and services in corporate systems;
• Ensures appropriate routing and approval of purchase requests.

• Maintains calendar(s);
• Schedules meetings;
• Makes and cancels appointments;
• Schedules rooms for classes, meetings, conferences, etc.;
• Coordinates audiovisual, training equipment, refreshment requests;
• Set up schedules for internal administrative staff to insure that they are available to meet changing work needs.

• Composes routine correspondence on behalf of the executive/work unit head.

• Provides administrative support and implements procedures;
• May supervise others;
• Establishes/modifies and maintains a system for tracking the progress of work that is the responsibility of the executive/work unit head;
• Trains and orients new employees;
• Provides and explains relevant policies and procedures.

• Composes routine correspondence on behalf of the executive/work unit head.

• Schedule appointments;
• Explains departmental…