Job Description Administrative Assistant 4-30-24

Elmore County
Class Specification

Administrative Assistant- Juvenile Justice

Class Code Number: 459 Pay Grade: 7
FLSA Designation: Non Exempt
Effective Date: 04/28/14
Revised: 4/14
General Statement of Duties

Performs a variety of secretarial, clerical and administrative duties as needed to needed to
expedite the maintenance, recording and processing of probation actions, documentation, reports,
accounts payable and receivable, coordinates community service program and case manages
juveniles on diversion.

Classification Summary

The principal function of an employee in this class is to perform administrative and confidential
secretarial duties, fiscal management, produce a variety reports related to the operation of the
juvenile justice department. The work involves the preparation of legal documents, coordination
of probation related activities, front office duties related to greeting a variety of customers,
answering phones and assisting juvenile probation officers and the Chief Juvenile Probation
Officer as assigned.

Examples of Work (Illustrative Only)

Essential Duties and Responsibilities

 Types and prepares a variety of documents including payment agreements, collection letters,
legal correspondence and monthly probation reports;
 Conducts research of data and prepares report, operates ISTARS and IJOS;
 Keeps accurate records and maintains files;
 Prepares vouchers related to accounts payable accurately coding to correct budget line items,
monitors budget, collects payments and accurately records and prepares documents related to
fiscal management;
 Must maintain harmonious working relationship with fellow employees and members of the
public and may encounter irate, or unfriendly customers at front desk and on phone;
 Administers risk assessments and manages small caseload of juveniles diverted from formal
court process;
 Answers phone and directs parties to the proper person or agency;
 Creates and maintains a variety of files, records and documents on various case actions;
 Coordinates community service program and accurately records hours performed and assists
community service officers as needed;
 Maintains department inventory and orders supplies as needed;
 Must follow statutes, rules, policy and procedures including confidentiality;
 Prepares legal documents including affidavits and reports related to juveniles;
 Assists probation officers and Chief on a variety of related tasks including the scheduling of
appointments and maintain a calendar of department activities;
 Prepares monthly reports showing case activity;
 May be called upon to administer drug tests;
 Responds to citizens’ questions and comments in a courteous and timely manner;
 Performs all work duties and activities in accordance County policies, procedures and safety
practices.

Other Duties and Responsibilities
 Performs other related duties as required.

Required Knowledge, Skills and Abilities
Knowledge of:
 Microsoft Office software applications including developing Excel spreadsheets
 Complex and technical filing systems related to the County probation case management;
 Answering phones, operating calculator, fax, scanning copier and a variety of other office
equipment;
 Writing with proper spelling, grammar and sentence structure;
 Interpersonal communications and public relations;
 Techniques to defuse irate people and potentially hostile situations

Ability to:
 Develop effective working relationships with clients, parents, school officials, resource
agencies, agitated/aggressive people, County employees and the public;
 Communicate effectively, both verbally and in writing;
 Direct and maintain confidentiality in managing sensitive legal issues and cases;
 Understand, interpret and apply laws, resolutions, ordinances, codes, and contracts;
 Operate a variety of standard office equipment;
 Maintain detailed and accurate documentation;
 Prepare accurate and reliable reports;
 Respond to citizen requests in a courteous manner;
 Understand and follow oral and/or written policies, procedures and instructions;
 Operate a personal computer using standard or customized software applications appropriate
to assigned tasks;
 Make sound and reasonable decisions in accordance with laws, ordinances, regulations and
established procedures;
 Perform a wide variety of duties and responsibilities with accuracy and speed under the
pressure of time-sensitive deadlines;
 Integrity, ingenuity and inventiveness in the performance of assigned tasks.

Acceptable Experience and Training
 High school diploma or equivalency;
 Minimum one year experience in office management preferred;
 Completion of computer software and secretarial education preferred

Special Qualifications
 Valid Idaho Driver’s License
 Must pass a criminal background check

Essential Physical Abilities
 Sufficient clarity of speech and hearing or other communication capabilities, with or without
reasonable accommodation, which permits the employee to communicate effectively;
 Ability to sit for long periods of time and lift 50 pounds;
 Sufficient vision or other powers of observation, with or without reasonable accommodation,
which permits the employee to prepare, process and maintain various court ordered
documents and reports and monitor client compliance;
 Sufficient manual dexterity with or without reasonable accommodation, which permits the
employee to operate computer equipment and other office equipment;
 Sufficient personal mobility and physical reflexes, with or without reasonable
accommodation, which permits the employee to work in an office setting and travel to
various sites for client contact or compliance. The employee may occasionally be exposed
to agitated/aggressive people where physical restraint is necessary.