Job Information
SANDUSKY COUNTY Scanning Clerk/Substitute Administrative Assistant in Fremont, Ohio
SCANNING CLERK/SUBSTITUE ADMINISTRATIVE ASSISTANT FULL-TIME ADULT PROBATION
QUALIFICATIONS: High school graduate; at least four years of secretarial experience preferably in a legal environment; must have good knowledge of the criminal justice system and court procedures: good interpersonal relationship skills; communication skills; writing skills; telephone skills; filing skills; ability to communicate with attorneys, judges, other officials, co-workers, probationers and the general public; basic administrative skills; computer competency; typing skills; familiarity with general office equipment; basic bookkeeping/accounting skills; must appreciate the confidentiality and ethical responsibilities of the Community Control/Adult Probation Department and the Courts.
JOB RESPONSIBILITIES: Under the direct supervision of the Chief of Adult Probation, scans old records; screens mail, phone calls and other inquiries to the Adult Probation Department; maintains records as required; maintains federal/state/local reports; schedules appointments/court hearings; answers public inquiries; prepares court orders and correspondence for Judges as required; computer data entry; performs other related duties as required. The following describes the duties and requirements of the position of Adult Probation Department Scanning Clerk/Administrative Assistant:
Records Retention/Case Maintenance a. Scan documents from old files and upload the files to the current software system b. Retrieve old files from the storage unit at Facility Maintenance Building and return files once completed c. Maintain progress of scanning in Excel spreadsheet d. Preparation of probation department files on each criminal case including all the facts and reports pertaining to the case. e. Log probationers' office visits and calls f. Computer entry of all cases and ongoing information received on each probationer. g. Typing, filing, answering phones, and copying.
Substitute Administrative Assistant a. Fill in as needed for the assignment clerks to the Common Pleas Court Judges b. Maintain the judge's calendar and daily schedule c. Schedule appointments, hearings, trials, and schedule courtroom for visiting judges by maintaining a docket and computer scheduling. d. Prepare and delivery mail internally e. Performs clerical functions; answers telephone; assists general public; greets and directs visitors