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Office Assistant III (District Court Probation)

City of Mount Vernon
City of Mount Vernon
Job Functions:
Administration
Employment Types:
Full-time
Locations:
Mt Vernon, WA, USA
Posted on:
06/29/2022

Summary

Performs a variety of routine clerical duties related to reception, data entry, answering the phone, maintaining and setting up files, receipting and posting payments into a trust account, maintaining office supply inventories, preparing and maintaining standard forms, and processing community service work.  Most work is performed in an office environment.  Interpret for Spanish-speaking clients and visitors.  Union membership may be required within 30 days of employment unless the employee meets exceptions pursuant to RCW 41.56.

- Salary upon hire is  $20.41 to $21.86 per hour (step 1 through 3) depending upon qualifications.

- Progressive increases are based upon years of service with Skagit County, up to step 8 (top step is $25.98/hr.). The Office Assistant III (District Court Probation) is Range 9 of the District Court, Courthouse & Parks Teamsters Union salary schedule.

Essential Functions

Answer a multi-line telephone.

Greet visitors and provide general information.

Set up appointments for defendants.

Must enjoy working with the public.

Bi-lingual in English and Spanish preferred.

Must be able to interpret for Spanish-speaking clients and translate English/Spanish documents for probation officers and the Director.

Perform general word processing/typing.

Maintain office supplies and order as necessary.

Quickly and accurately enter information into databases, spreadsheets, and word processing files.

Set up file folders.

Read court documents and note special data to assist the officers in monitoring their cases.

Prepare and process community service work documents.

Receive money and write receipts for trust account payments and/or post to trust account documents; balance trust account checkbook.

Work independently and make responsible decisions in accordance with laws and court procedures. 

Must be able to maintain timelines, keep accurate records, and be detail-oriented.

Assist and train co-workers on specific job duties.

Understand and implement complicated oral and written instructions or directions.

Prepare the annual equipment inventory.

Ability to handle multiple tasks in a high stress environment.

_Supervisory:  _

This position will not have any have any direct supervisory experience.

OTHER JOB FUNCTIONS: Assist the Director in utilizing software applications.

Reduce, expunge, and destroy archived files.

Prepare special mailings and other administrative tasks for the Director.

Prepare the annual equipment inventory.

Performs related duties as assigned. Related duties as required are duties that may not be specifically listed in the Position Description but are within the general occupational series and responsibility level typically associated with the employee's classification of work.

Minimum Qualifications

  • High school diploma or GED
  • Knowledge of Microsoft systems, including Outlook and Excel
  • Must have the ability to operate standard office equipment, to interact professionally with the general public and offenders, to prioritize tasks and manage time efficiently, to accurately receive, record, and transmit information, to follow instructions, to stay organized and focused under pressure
  • Good keyboarding skills
  • Math and/or bookkeeping skills
  • Three years of increasingly responsible court services work or an equivalent combination of education and experience, which provides the required knowledge, skill, and ability to perform the work

Requires knowledge of:

  • Math
  • The fundamentals for using data base, spreadsheet, and word processing software; bookkeeping/accounting experience
  • An important asset is to fluently speak and write English and Spanish

Requires the ability to:

  • Interact professionally with the general public and offenders
  • Operate standard office equipment, including a word processor, to accurately type 65-wpm.
  • Prioritize tasks and manage time efficiently, to accurately receive, record, and transmit information
  • Follow instructions, to be assertive about needs and problems
  • Keep supervisor informed regarding needs and problems, to stay organized and focused under work pressure, to self-evaluate.
  • Bi-lingual in English and Spanish preferred.
  • Interpret for Spanish speaking clients and visitors.
  • Translating documents for caseworkers and the Director.
  • Interpret Spanish documents for information extraction.
  • Multi-task under a high level of stress with constant pressures of workload.
  • Be able to work in a fast-paced environment with many interruptions and no downtime.
  • Remain cool and calm under pressure and use tact.
  • Work under long-term stressful conditions i.e. angry, defensive, and impaired defendants

Licenses and/or Certifications: Valid Washington State driver's license.

Supplemental Information

WORKING CONDITIONS/PHYSICAL REQUIREMENTS: Work is performed in an office environment.

Motor skill sand hand-eye coordination.

Sitting for long periods of time at a desk operating a computer, phone and typewriter.  Reaching for material up to five feet off the floor.  Traveling to other areas of the building, other offices on and off the County administrative campus.

Occasional lifting boxes of archived files (approximately 30 lbs.).

Restroom wheelchair accessibility is only available on another floor and there are times where accommodation needs to be made if the elevator is not operating (several times a year)

Hazards: Those present in a normal office environment. Possible carpal tunnel syndrome due to extended periods of key stroking.  Eye strain due to extensive computer exposure.  A physical hazard may occur from agitated defendants awaiting trial, or during trials or hearings, as well as from the general public with threats either verbal, physical or with weapons and exposure to germs from dealing with the public and exchange of money and document handling.

SELECTION PROCESS: Following review of applications and resumes, the highest qualified applicants will be interviewed and may be tested. After a selection is made, all applicants not selected will be notified in writing. Skagit County reserves the right to use applications received for this posting to fill any other positions within this classification which may open within six months following the closing of this position.

ADDITIONAL INFORMATION: Skagit County, as an equal employment opportunity employer, encourages applicants from diverse backgrounds to apply.

It is the policy of Skagit County to follow all federal and state laws to ensure non-discrimination in its employment practices.

American with Disabilities Act (ADA) Notice: Individuals, who need an ADA accommodation to complete the application, test or interview process, please call: (360) 416-1382.

The statements contained herein reflect general details as necessary to describe the essential functions of this position, the level of knowledge and skill typically required, and the scope of responsibility, but should not be considered an all-inclusive listing of work requirements. Individuals may perform other duties as assigned, including work in other functional areas to cover absences or relief, to equalize peak work periods, or otherwise to balance the workload. Changes to the position description may be made at the discretion of the employer.

AgencySkagit County

Address1800 Continental Pl

Mount Vernon, Washington, 98273

Phone(360) 416-1380

Websitehttp://www.skagitcounty.net

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