ADMINISTRATIVE ASSISTANT II

INTERNAL and EXTERNAL JOB POSTING

Full-Time – 40 Hours Per Week – Benefit Eligible

2023 starting salary: $19.59 – $20.89 per hour, depending on qualifications and experience
2023 full salary range: $19.59 – $25.31 per hour

POSTED: Wednesday, July 5, 2023

APPLICATION DEADLINE: Tuesday, July 18, 2023, at 4:30 p.m. AA/EEO

General Definition of Work

Performs work providing responsible and confidential administrative and clerical assistance to the Probation Department, serving as the first point of contact for the public, preparing and disseminating accurate information to Probation Officers to assist them in supervision and case management of adult and juvenile offenders, entering data for a large portion of probation information, and related work as apparent or assigned.

Work is performed under the supervision of the Office Coordinator. Work is performed according to established guidelines and general instructions from the Probation Department Director and or Probation Office Coordinator.

Essential Functions

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable an individual with disabilities to perform the essential functions.

• Completes word processing and data entry of adult court documents, calendars, payments, and deposits utilizes databases to research information for data entry of orders and documents updates databases as needed scans, links, and labels documents.
• Assists the general public with inquiries by phone, email, and in person provides information directs inquiries to the appropriate resource as needed monitors, orders, and maintains office supplies and related inventory files documents completes maintenance requests maintains policy and procedure documents processes and distributes mail.
• Provides administrative support to Agents, Probation Director, Coordinator when absent maintains Pretrial Drug Test results log assists with department projects and requests processes invoices and orders maintains spreadsheets and Soberlink Unit returns assists with the processing of UA paperwork and fee collections assigns Offenders to Agents provides proper documentation to Agents.
• Monitors, maintains, stores, and destroys reports and files.
• Supports and participates in developing Department programs, policies, procedures attends team, Probation Director, Office Services Supervisor, and County Support Staff meetings attends EBP meetings and records meeting minutes.

Minimum Qualifications

High School diploma or GED and moderate experience assisting with clerical and administrative tasks within an office environment, processing documents, or equivalent combination of education and experience.

Required Knowledge, Skills, and Abilities

• Knowledge of the practices, policies and procedures of the County and the department to which assigned.
• Knowledge of English spelling, punctuation and grammar.
• Ability to maintain a high level of confidentiality regarding sensitive information as mandated by Data Privacy Laws. Use discretion when working with the public and offenders.
• Ability to effectively communicate with staff, offenders, and the public in a congenial manner, both in verbal and written form.
• Ability to deal effectively with demanding and/or challenging offenders recognize and differentiate threatening, non-threatening, and hostile situations.
• Ability to process court calendars and act as a court liaison in receiving, interpreting and processing court orders as they pertain to offenders.
• Ability to refer public to proper county departments.
• Ability to organize and prioritize with numerous interruptions.
• Ability to research and gather information.
• Ability to problem solve.
• Ability to operate office equipment related to the requirements of the position.
• Ability to make decisions concerning choice of procedures to follow.
• Ability to type accurately.
• Ability to work with staff on changes in procedures for workflow.
• Ability to work without close supervision.
• Ability to maintain records.
• Ability to maintain a regular and timely work attendance.
• Ability to establish and maintain effective working relationships with co-workers, system partners, offenders and the public.

Working Conditions

Physical Requirements and Activity
This work is sedentary and requires little to no exertion of force work regularly requires sitting, speaking or hearing and using hands to finger, handle or feel, frequently requires standing and occasionally requires walking, stooping, kneeling, crouching or crawling, reaching with hands and arms and repetitive motions.

Sensory Requirements
Work has standard vision requirements vocal communication is required for expressing or exchanging ideas by means of the spoken word hearing is required to perceive information at normal spoken word levels.

Sensory Utilization
Work requires preparing and analyzing written or computer data.

Environmental Conditions
Work has no exposure to environmental conditions work is generally in a moderately noisy location (e.g. business office, light traffic).

The statements in this class description are intended to describe the general nature and level of work being performed by incumbent(s) assigned to this classification. They are not intended to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

SUPPLEMENTAL INFORMATION:

A fully completed Isanti County Online Application and resume must be received by Human Resources by the closing date and time listed on the posting. Any materials received after the closing date and time will not be considered.

The application will be evaluated in a Training and Experience Assessment worth 100 points. Veterans Preference will be applied in accordance with Minnesota law. A score of 80 or better is necessary to continue in the process. A top group of qualified applicants will be invited to the interview process.

Final appointment is contingent upon the applicant passing a background investigation including a criminal history search. Costs of the background will be paid for by Isanti County.