Office Specialist 2 - Parole and Probation

GENERAL STATEMENT OF DUTIES
Independently perform a variety of responsible administrative support activities to promote and maintain effective program services, according to established practice and procedures.

SUPERVISION RECEIVED
Work under the general supervision of a higher level administrative or professional employee, who assigns work, sets goals and reviews work for accuracy, completeness and compliance with department and program policies and goals.

SUPERVISION EXERCISED
Supervision of other employees is not a responsibility of positions in this classification; however, may provide training and give instruction to volunteers, interns, and other office staff.

• Maintain working knowledge of department computer systems including Microsoft Word, Microsoft Excel, Correction Information System, ISIS, JMS, Microsoft Outlook and agency intranet, and the ability to enter and view all systems.  Keep computer skills current and up to date.
• Answer multi-line telephone system, screen and distribute calls as needed.  Maintain knowledge of departmental operations, essential to determine call routing. Assist general public, other departments/agencies and other staff as needed.
• Enter and update client information in the ISIS database. Collect and post applicable fee payments and make necessary adjustments to client records or payment accounts.
• Maintain responsibility for opening and closing the Parole and Probation office; maintain needed informational supplies in the lobby.
• Review, process, and distribute various reports and incoming faxes to appropriate authorities per office guidelines.
• Collect and distribute mail from all campus divisions.
• Establish and maintain notary commission.
• Perform other duties as assigned.

EXPERIENCE AND TRAINING 

1. High school diploma or equivalent; AND
2. One year of general office experience; OR
3. Any satisfactory combination of work, education, training, or experience relevant to the position, as determined by Marion County.

NECESSARY SPECIAL REQUIREMENTS

• This assignment is represented by a union.
• This is a full-time position, which is eligible for overtime.
• Typical Work Schedule:  Monday - Friday, 8:00 a.m. - 5:00 p.m., with flexibility depending upon the needs of the department and program.  Must have the ability to work evening hours per rotation.

KNOWLEDGE, SKILLS, AND ABILITIES 
Knowledge of modern office practices, procedures and techniques; arithmetic and general record keeping/bookkeeping practices; modern office equipment and machinery and their intended use; a variety of computer systems and software; and basic knowledge of English composition, spelling and grammar. Skill and ability to type at an acceptable rate of speed; access and use various computer systems and software; accurately and effectively perform the various assigned tasks and duties following general procedure and program policies; meet and assist clients, staff, and the general public in a courteous, professional manner; understand and effectively follow oral and written instructions, communication, and procedures; apply newly assigned procedures and practices to specific work assignments; and provide backup to other positions as needed.

PHYSICAL REQUIREMENTS
Operates a motor vehicle; sees using depth perception; sits; moves about the work area; bends forward; stoops; climbs 1 floor of stairs; crawls on hands and knees; kneels; reaches overhead; lifts up to 35 lbs.; pushes and pulls up to 5 lbs.; moves carts weighing up to 100 lbs.; operates a keyboard; speaks clearly and audibly; reads a 12 pt. font; hears a normal and whispered level of speech; works in areas that may be exposed to office chemicals.