Administrative Assistant III - Assessment Services

Overview

This position works within the Assessment Services Unit. Under administrative supervision, serves as the only staff assistant to support Probation Supervisor II (Unit Director), Probation Counselor III (Assistant Unit Director), eight (or more) Assessment Specialists, and two (or more) part-time IDT Coordinators and performs related program support work. Responsible for office management, confidential case record management, and acts as a liaison between unit staff and other units and the public.

On a daily basis, acts as a liaison on behalf of the unit leadership to interpret established court related policies and procedures to provide resolution of problems when staff is not present. Designs, creates and maintains multiple spreadsheets and databases to track statistical records for delinquency cases, Child in Need of Supervision (IDT) cases, and diversion cases. Develops forms and templates for staff to ensure accurate data collection and tracks information by maintaining computerized records to provide information related to statistics.

Analyzes information for accurate data entry to produce Word and Excel documents. Creates and maintains the Unit SharePoint webpage to ensure that information is communicated promptly, and forms and templates are updated and available as needed. Provides timely and concise communication to Unit Staff to meet unit goals and case needs. Makes collateral contacts on behalf of Unit Staff to assist in the assessment and report writing process and enters demographic information into assessment and report documents.

Documents client contacts in BADGE. Ensures that all court-ordered reports are submitted through the court data systems in a timely manner. Creates case files and ensures that each juvenile's legal history is accurate, confirming through BADGE and court systems. Coordinates with clients and families to obtain required signatures on documents via Docusign when necessary.

Uses independent judgment to assist other units, local, state, federal and other government jurisdictions, and citizens to provide accurate and reliable communications in person, by telephone, or email. Helps facilitate best practices in family engagement by arranging interpreters, as needed, scheduling and cancelling appointments, and acting as a main point of contact for clients.

Periodically, due to staff shortages, conducts client orientations to the assessment and report and IDT process, signs required documents, and ensures clients understand the court process. Periodically may handle crisis situations with juveniles or parents on-site. Keeps supervisors informed of all issues.

Orders office supplies online and maintains budget records for all purchases. Prepares mileage forms for staff reimbursement. Assists staff in resolving computer problems and maintains a computer log of work order requests. May assist off-site computer personnel with testing, rebooting of computers, and information gathering for computers and printers. Ensures daily operations of the Assessment Services Unit run smoothly and that all systems and facility issues are resolved promptly to limit disruptions.

Assigned functional areas: general administrative support, office administration, court services, and human services.

Note:

The illustrative duties listed are representative of the class and not all-inclusive. A complete list of duties and physical requirements can be found in the position job description.

Any combination of education, experience and training equivalent to high school graduation and two years of experience providing administrative support in the assigned functional area(s).

The appointee will be required to complete a criminal background check and Child Protective Services Registry check to the satisfaction of the employer.

• Two or more years of experience working in a court or other legal environment.
• At least two years of experience in customer service or as front desk staff.
• Experience using multiline phones.
• Experience using a court case management system; an online calendaring or appointment scheduling system; and/or using BADGE, CMS, JDAC, JSVS.
• Proficiency with using Microsoft Excel, Word, Outlook, Teams, and SharePoint.
• Excellent interpersonal, oral and written communication skills.
• Ability to work independently and as part of a team.

Ability to lift up to 15 lbs. Ability to input, access, and retrieve information from a computer. Visual and auditory acuity is required to communicate with others and read data on computer monitor. Ability to operate keyboard-driven equipment. Ability to operate standard office equipment. All duties performed with or without reasonable accommodations.

Panel interview and may include a practical exercise.

Fairfax County is home to a diverse population, with many residents speaking languages other than English didates who are bilingual are…