Administrative Assistant II / Probation Services

Posting number: 2026-1001-2

Department: Superior Court

Division: Probation

Job classification: Administrative Assistant II / Probation Services

Posting type: Open

Categories: Administrative Assistant, Law Enforcement

Summary

REPORTS TO: Chief Probation Officer

FLSA STATUS: Non-Exempt

CLASSIFICATION: Non-Personnel System Serves at the discretion of the Chief Probation Officer.

PAY GRADE: 110

SAFETY SENSITIVE:  No

Purpose of Job

The purpose of this job is to provide administrative, secretarial, receptionist, bookkeeping and general office support to the County Probation Services Office.  Provides information, processes and maintains records, issues and prepares purchase orders, prepares reports and correspondence, assists with payroll/budget functions, greets visitors, distributes mail, resolves scheduling conflicts. 

Job Related Requirements

Work Schedule:  Monday - Friday 8am to 5pm 

May be required to work on religious holidays.

Regular and predictable attendance is required.

Must work cooperatively with others. 

When requirements include vehicle operation, responsible for the safety, readiness and operation of the vehicle and must abide by ACC's safe driving policy.

Examples of duties

High school diploma or equivalent required with two years of clerical, bookkeeping or general office related experience required; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. 

Requires a valid driver's license.

A vocational/Technical degree in Accounting, Secretarial Sciences or related discipline preferred.

Must obtain the GCIC Inquiry Level Operator Certification within the first six months of employment.

Qualifications

The following duties are normal for this job.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

Coordinates, compiles, and assists in preparing annual operating and capital budgets and monitors expenditures on a daily basis.

Prepares statistical reports requiring the use of a computer.

Conducts periodic audits of various funds.

Coordinates and oversees the preparation of office payroll and processes Human Resources documents, including P.O.S.T., GCIC and other documentation.

Assists internal auditors during audit of financial matters.

Maintains miscellaneous files and indexes miscellaneous correspondence.

Resolves citizen complaints and/or questions.

Prepares deposit records and maintains all payment records.

Maintains petty cash account and makes disbursements. 

Prepares case files on court calendar for forwarding to the appropriate Court, including the retrieval, review, and organization of documentation as required.

Types petitions, warrants, and other documentation to be submitted to the court and assumes responsibility for correctness of spelling, punctuation, format, and grammar.

Maintains an accurate record of case files, indicating the location of file, prosecutor assigned to case, and status of case.

Compiles and types various reports and correspondence.

Answers incoming telephone calls and directs to appropriate personnel.

Makes copies of documentation submitted by probations for filing and forwards to appropriate personnel.

Enters data from case files into computer database in the specified format displayed and compares data entered into computer with original case file to verify accuracy.

Logs court dates on case file jackets for daily assimilation of files required by the court calendar.

Obtains criminal histories utilizing the Georgia Crime Information Center computer.

Performs other related duties as required. 

Knowledge, Skills and Abilities

Knowledge of Georgia law and government policies, court procedures, and activities of the office as they pertain to the performance of duties relating to the position of Administrative Assistant. 

Knowledge of the terminology used within the department. 

Skill in the operation of various office equipment including computers, typewriters, fax machines, and copiers. 

Ability to compile, organize, prepare and maintain an assortment of