Job Description Summary

Perform administrative and clerical duties in support of probation officers, surveillance officers, victims, juvenile probationers, and supervisors. Performs administrative support of database research, case file processing, computer input into automated files, completing forms and any other related clerical function.

Job Description

Hiring Pay $17.90 Hourly

Do you like preparing documents, and organizing files? Are you meticulous with your work? If this describes your strengths, apply today.

Join our probation support team.

Distinguishing Characteristics:

This is a classified position that reports to a Probation Office Supervisor. This position performs duties under general supervision and has no supervisory responsibilities.

Minimum Qualifications:

 A High School diploma or equivalent G.E.D. certificate and three years of administrative support/clerical work experience and/or data entry work experience in a professional office environment.  OR any equivalent combination of experience, training, and/or education approved by Human Resources. 

Preferred Qualifications:

• Experience providing administrative support in a probation, court, law enforcement, legal, or criminal justice environment.

• Proficiency with case management systems and maintaining accurate electronic records and databases.

• Experience preparing legal, court, or confidential documents with a high degree of accuracy.

• Demonstrated ability to maintain strict confidentiality and exercise sound judgment when handling sensitive information.

• Excellent customer service and communication skills, with the ability to interact professionally with the public, justice partners, and staff.

• Bilingual (English/Spanish) preferred.​

Important Notice Regarding Multiple Applications:

Once a candidate formally accepts a job offer with Superior Court, Juvenile Court, or Justice Court (Tucson and Ajo), all other active applications within these courts will be inactivated.

Essential Duties & Functions:

• Gathers information, prepares legal documents, types legal forms, correspondence and documents, and ensures legal requirements and deadlines are met;

• Conducts computers searches to obtain or validate information using restricted access resources.

• Reviews materials received by law enforcement, initiates paperwork and creates files and new automated database entries.

• Creates files for new victims and maintains victim files and records to ensure notifications meet agency compliance.

• Transcribes interviews and chronological updates from electronic dictation and prepares court report formats for probation officer.

• Prepares court reports, warrants, packets, correspondence and forms; prioritizes, assigns, and reviews the work for accuracy.

• Searches for, retrieves, and provides information on case disposition to concerns parties using both manual and automates systems, and determines further action as required.

• Establishes and maintains calendars of caseloads in regard to victim notification and response times on pending litigation.

• Coordinates work activities with other team support and will assist or backup when required.

• Responds to questions or problems, which require explanation of county or departmental rules and policies.

• Creates new client files, logs, and inputs/retrieves information using computer automates system; Assists probation and surveillance officers in case management and closure by quality control of computer panels.

• Operates various office equipment, such as computer terminals, facsimile machines, photocopies, and other machines as required.

• Attends unit team meetings and prepares minutes.

• Coordinates victim services information and ensures notifications to victims meet agency compliance of cases involving victim rights mandated services.

Additional Responsibilities/Duties:

• Provides input to the Office Supervisor on issues of forms, deadlines, and/or concerns in the work unit.

• Performs related duties and projects as assigned. 

Knowledge, Skills, and Abilities:

• Must have knowledge of probation programs, services, forms, work processes, and court procedures in support of probation for juveniles.

• Must have knowledge of general office procedures, legal documents, record keeping, filing, and retention practices in a professional office environment.

• Must have knowledge of business English and the accurate use of punctuation, grammar and spelling.

• Must have knowledge of research techniques, creating reports, and preparing letters, memorandums, and other business correspondence.

• Must have the skills to use office equipment including desktop computer with Microsoft office software, facsimile machine, photocopier and a calculator.

• Must have clerical skills in data entry, typing, editing, filing, purging legal forms and documents, and setting priorities to meet established goals and deadlines.

• Must have the ability to communicate effectively with court employees, employees from other courts and counties and the public.

Licenses and Certificates:

None required.

Physical/Sensory Items:

Typically performs duties in an office environment and may lift materials and/or equipment 20 lbs. or less.

New Hire Benefits Information:

https://www.pima.gov/766/New-Hires

We are an Equal Opportunity Employer. Qualified applicants will receive consideration for employment without regard to race, color, religion, sex (including pregnancy), sexual orientation, national origin, age, genetic information, disability, protected veteran status, political interest, or any other characteristic or category protected by local, state, or federal law.