Duties
The Probation Intake Coordinator performs reception/telephone duties and provides clerical support to probation officers in accordance with approved internal policies and procedures. The employee performs general office duties to include processing mail and faxes; maintaining, scanning and uploading case information in the Probation and Pretrial Services Automated Case Tracking System (PACTS) and in the department electronic case files.
Duties include, but are not limited to the following:
- Performs receptionist duties by greeting visitors/clients in person and on the telephone. Answers routine questions and directs visitors/callers/clients to the appropriate person or department.
- Assists probation officers in generating verifications and information necessary from templates in the preparation of investigative reports submitted to the Court or other agencies under time constraints.
- Enters and updates client and case data into PACTS. Assists in the maintenance of electronic case files.
- Monitors electronic mailboxes and processes incoming requests. Scans and uploads incoming mail/faxes into client electronic case file and PACTS. Distributes incoming mail to appropriate staff or offices. Utilizes and maintains mail meter machine and processes outgoing mail. Prepares shipment of archive case and urinalyses.
- Assists probation officers in conducting criminal record checks through local and national law enforcement computer systems.
- Assists probation officers in assigning new investigations. Creates electronic case files in accordance with established case management procedures.
- Performs other duties as assigned.
Requirements
Conditions of Employment
An Equal Opportunity Employer
All applicants must be a U.S. citizen or must be a lawful permanent resident (i.e., green card holder) and seeking U.S citizenship or must complete an affidavit indicating their intent to apply for citizenship when they become eligible to do so.
All appointments subject to FBI Fingerprint Background Check; with periodic reinvestigation, if applicable.
Retention depends upon a favorable suitability determination.
All appointments also subject to mandatory electronic funds transfer.
All employees are required to adhere to the Code of Conduct for Judicial Employees (available for review upon request).
The Court reserves the right to fill more than the advertised number of positions with this announcement, may modify the conditions of this job announcement, or may withdraw the announcement, any of which may occur without prior written or other notice.
Qualifications
Qualifications must be met at the time of the application.
Required:
High school graduation or equivalent with a minimum of one year of specialized experience. To be considered for placement above the minimum, at least two years of specialized experience is required.
Specialized Experience is defined as progressively responsible clerical or administrative experience requiring the regular and recurring application of clerical procedures that demonstrates the ability to apply a body of rules, regulations, directives, or laws and involve the routine use of specialized terminology and automated software and equipment for word processing, data entry or report generations. Such experience is commonly encountered in law firms, legal counsel offices, banking and credit firms, educational institutions, social service organizations, insurance companies, real estate and title offices, and corporate headquarters or human resources/payroll operations.
Preferred:
- Knowledge of Microsoft Office Suite.
- Currently performing similar duties in a legal, human services, and/or community correction setting.
Personal Attributes and Skills:
The ideal candidate will:
- Possess good writing and communication skills.
- Possess sound ethics and judgment.
- Have the ability to organize and prioritize work assignments, work under pressure of short deadlines, and have the ability to work harmoniously with others in a team-oriented work environment.
Education
High school graduation.
How to Apply
Applicants must submit a single PDF document to apply@MIED.uscourts.gov with:
- Cover letter (include vacancy number).
- Resume.
- Completed application Form AO-78.
NOTE: Applicants are required to complete the Optional Background Information section on page 5 of the application Form AO-78.
Application materials that do not adhere to this procedure may not be considered. Applicant materials submitted in addition to the required documents will not be considered or retained. Separate applications must be made to individual vacancy announcements. Only candidates selected for interview will be contacted. A basic skills assessment may be administered. Travel reimbursement in connection with the selection process and/or relocation is not authorized.
The selected candidate must successfully complete a ten-year background investigation and every five years thereafter will be subject to an updated investigation. The investigation includes Employment, Education, Residence, References, Criminal History, Financial and Credit Check, Military Personnel Records, Foreign Travel and Citizenship Verification.
Next steps
Applicants who meet the minimum qualifications will be considered for the next step of the selection process. Only candidates selected for interview will be contacted.