Office Assistant

SUMMARY Under the general supervision of the Chief Probation Supervisor, the Office Assistant provides assistance to probation supervisors in the rehabilitation process.
Provides answers to the offender’s questions about probation and rehabilitation (if applicable).
Oversees the initial intake process, and schedules appointments.
Provide assistance to make all offenders comfortable and relaxed while waiting to be seen by the supervisor and provides services in the clerical field.
All Oklahoma Court Services employees are expected to reflect OCS’ mission statement, and to perform at the highest standards of excellence at all times.
ESSENTIAL DUTIES AND RESPONSIBILITIES: Answers, screens and forwards calls, including voice mail messages, providing information, taking messages and scheduling appointments; transmits information or documents in a timely manner using telephone, computer, mail, or facsimile machine.
 Performs offender intake process, including gathering crucial information on living status, employment, and current contact information.
 Conducts drug testing and maintains chain of custody.
 Responsible for all monies received, records and banks cash, checks, and vouchers for services including restitution, DA fees, drug tests, etc.
 Sets up and maintains paper and electronic filing systems for records, including new and on-going supervision files, closed files (assigning numbers for the file system and filing closings with court clerk and District Attorney’s office), correspondence, and other material.
 Opens, sorts, and distributes incoming correspondence, including faxes and email; reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.
 Performs general office duties, such as ordering supplies, maintains the office in a neat and orderly fashion; files and retrieves Oklahoma Court Services’ documents, records, and reports.
SUPERVISORY RESPONSIBILITIES None EDUCATION AND/OR EXPERIENCE Minimum high school diploma or equivalent.
 One to three (1-3) years of office management experience CERTIFICATES, LICENSES, REGISTRATIONS  Valid Driver's license required; must provide own vehicle and proof of insurance coverage.
ADDITIONAL JOB REQUIREMENTS Clearance of background check and drug screen.
 Bilingual Spanish/English ideal.
Skills And Abilities Required Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
 Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
 Must be able to conduct urinalysis tests in accordance with safety techniques (OSHA standards) and procedures.
 Ability to give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times.
 Ability to be aware of others' reactions and understanding why they react as they do.
 Must be able to work independently with little supervision; must be skilled at time management.
 Must be able to independently consider the relative costs and benefits of potential actions to choose the most appropriate one; must be able to understand the implications of new information for both current and future problem-solving.
 Excellent communication skills including the ability convey information effectively verbally and in writing.
 Ability to adjust actions in relation to others' actions; ability to persuade others to change their minds or behavior.
 Ability to communicate and cooperate with diverse families, various professionals and community groups.
 Ability to exercise discretion in handling confidential information and materials.
Computer Equipment And Software Requirements Must have basic computer literacy in word processing, email and internet navigation.
 Experience in use of standard office equipment, including scanners, fax, and telephone.
Physical Demands While performing the duties of this job, the employee must be able to physically interact with adult and juvenile probationers and their families, including talk, hear, sit and stand; use hands to finger, handle or feel objects or controls such as computer keyboards.
Must be able to lift and carry multiple paper files various locations as needed e.
g.
, to court appearances.
Specific vision abilities required by this job include close vision, distance vision, and the ability to adjust focus.
Must have excellent verbal and written command of the English language and grammar.
Must be able to manually operate and use a computer.
Must be able to clearly hear and understand conversations either directly or by telephone.
Work Environment The employee will work in an environmentally controlled office and public courthouse environment; some locations may not be wheelchair accessible.
In the course of performing the essential duties of the job may encounter poor personal hygienic and insanitary conditions.
Position often requires driving in all weather and road conditions.
The noise level in the work environment varies from moderate to loud; chaotic situations may occur, including potential violence and emotional outbursts, characteristic to working with probationers.
Employee must be aware of signs of substance abuse and the potential for concealed weapons.
The qualifications, physical demands, and work environment described herein are representative of those an employee will encounter and must meet to successfully perform the essential functions of this job.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The requirements listed in this document are the minimum levels of knowledge, skills, or abilities.
Work Remotely * No Job Type: Full-time Pay: $10.
50 - $11.
50 per hour Expected hours: 40 per week Benefits: * 401(k) * Dental insurance * Employee assistance program * Health insurance * Paid time off * Vision insurance Schedule: * 8 hour shift Work Location: In person