PROBATION SECRETARY

Full Time
Edwardsville, IL 62025
Posted
Job description

Madison County Government offers a competitive compensation package including:

  • Competitive wages on a step plan with guaranteed increases based on years of service.
  • Complete health insurance benefits package with Medical & Prescription, HSA & FSA, Dental and Vision.
  • Retirement contributions via the Illinois Municipal Retirement Fund (IMRF) pension.
  • Eight-hour workday, which includes a one hour, paid lunch.
  • 14 paid holidays.
  • Employee Assistance Program.
  • Life Insurance and Supplemental Accident & Critical Illness coverage.
  • Paid time off in the form of Vacation, Sick, and Personal days that begin accruing day one.
  • You may be eligible for Public Service Student Loan Forgiveness (PSLF)
Persons interested in this position must submit at resume, cover letter and application in the Paycom system as outlined on the Madison County Website. Please construct your cover letter and resume to specifically address the competencies and responsibilities outlined in the job description below.
DUTIES & RESPONSIBILITIES
The Secretary shall adhere to the philosophy of the Madison County Probation & Court Services Department, as well as the established policy and procedure. All work must be treated as confidential.
The Secretary shall possess knowledge of standard secretarial techniques including office procedures, records management, and office communications; ability to use office machines; ability to organize work effectively while multi-tasking; meet required deadlines; ability to work independently without direct supervision; interact with employees and the public in a pleasant, courteous and helpful manner; respond to change productively; and the ability to learn and utilize various software applications as specified by the Department.
The Secretary performs a variety of tasks to support the functions of the Department. Duties may include but are not limited to: operates the Department’s data management system, answers telephones, routes information, maintains filing systems, prepares correspondence and reports, operates office machines and equipment, performs reception duties, maintains supplies, and assists the Confidential Secretary as directed.
Essential Functions
  • Greet and screen all new clients to determine unit assignment, assists clients and/or families as needed, prepares case files and schedules appointments.
  • Prepares a variety of documents including, but not limited to, appointment letters, petitions to revoke, memoranda and reports.
  • Receives, screens and transfers incoming telephone calls to appropriate parties.
  • Receives, sorts, file stamps and distributes incoming mail within the Admin office, as well as satellite locations.
  • Enters case management data into the computerized database to uphold accurate client files.
  • Check frequently the level of office supplies and place appropriate orders.
  • Assists probation/detention staff as instructed by your direct report or designee.
  • Attends, participates in and prepares minutes of support staff meetings as required.
  • Performs such other duties as assigned by the Chief Managing Officer, the Operation and Financial Manager, or other designated managers.
Duties are performed under general supervision of the Confidential Secretary.
EDUCATION & EXPERIENCE
Associates degree preferred
Two or more years of clerical experience preferred.
Proficiency in the Microsoft Office suite of products, including but not limited to Word, Excel, PowerPoint, Publisher and Outlook, as well as applicable database programs preferred. Possess the ability to type and enter data with appropriate speed and efficiency.
Working knowledge of IL Criminal Justice System preferred.
GENERAL REQUIREMENTS
Due to department structure, individual must maintain flexibility in assignment location and be available for scheduled hours of work.
Must have devotion to the principles of public service, as well as fundamental capacity for and interest in the welfare of human beings. High degree of multi-tasking and time management capability. Excellent interpersonal, oral and written communication skills. Obtains the potential to learn by experience. Ability to work with individuals and groups, while demonstrating integrity and professionalism.
Must be a citizen of the United States. Must be a resident of the county in which he/she is employed. Must possess or obtain a valid Illinois Drivers License. The ability to pass pre-employment testing, which includes drug test and background investigation.


This description is intended to indicate the kinds of tasks and levels of difficulty that will be required of positions that will be given this title and shall not be construed as declaring what the specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of any supervisor to assign, direct and control the work of employees under his/her supervision. The use of a particular expression or illustration describing the duties shall not be held to exclude other duties not mentioned that are of similar kind or level of difficulty.

Equal Opportunity Employer

Closing Date: Until Filled

If you prefer to submit a paper application, please submit to:
at kmcroft@co.madison.il.us or by mail to Korrine Croft, 157 N Main St. Ste. 312, Edwardsville IL, 62025

Visit http://www.co.madison.il.us/jobs for paper application and full posting.

Internal Candidates should apply via Self-Service -> Company Information -> Job Opportunities

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