Secretary - Probate Court

South Bend, IN

Position:  Secretary

Department: Finance                                                

Location:  Probate Court

Status: Full Time

Salary:  $37,044/ year                                                          

Job Category:   COMOT (Computer, Office Machine Operation, Technician)

FLSA Status: Non-exempt




To perform this position successfully, an individual must be able to perform each essential duty satisfactorily.  The requirements listed in this document are representative of the knowledge, skill, and/or ability required.  The St. Joseph Probate Court provides reasonable accommodation to qualified employees and applicants with known disabilities whom require accommodation to complete the application process or perform essential functions of the job, unless the accommodation would cause an undue hardship.

Incumbent serves as Secretary for the St. Joseph Probate Court Finance Department and is responsible for providing administrative support to department staff, greeting and receiving individuals at the front desk, answering telephones, taking payments, assisting the public, and general secretarial duties as assigned.



Essential Functions:


DUTIES:   This individual is responsible for keeping records, financial information, probationer information, family information, assisting probation officers as assigned, and other responsibilities normally associated with office management. APORS is also responsible for staffing the front desk in probation to receive and greet the public and assist them with questions, etc.  The following are representative of some duties and responsibilities of the Secretary position, but are not limited to these duties alone:



  • Scan documents into Quest and/or other destinations.
  • Creates documents/business cards as needed.
  • Keep minutes of all meetings and staffings.
  • Organizes all incoming and outgoing USPS mail and other ground carriers’ packages.
  • Place reminder calls for departmental appointments as needed.
  • Send out Bill reminders for delinquent fees.
  • Coordinate mail collection with the Clerk’s Office.
  • Adds cases and other data into Quest.
  • Assists the Controller with document and file management as needed, or other secretarial work assigned by the Controller.
  • Processes payments.
  • Answer telephones and directs calls and individuals to the appropriate     person:  relays messages.
  • Maintain departmental phone contact sheet.
  • Coordinates activities with probationers, their parents, and social service agencies.
  • Completes home visits at probationer’s home as needed accompanying probation officers.
  • Assists probation administration with compiling and computing data for use in statistical studies and reports.
  • Assists with background investigations.
  • Collects urine drug screens when requested.
  • Coordinates with Community Service staff and sites.
  • Assists with Continuous Quality Improvement monthly projects.
  • Supports volunteer efforts.
  • Assists with co-facilitation of various programming groups for probationers and families.
  • Coordinates with the Controller for necessary fiscal information, purchasing and related duties.
  • Keeps statistics for monthly, quarterly and annual reports, as well as, all other functions identified by administrative staff.
  • Keep records of all surveys used by the agency and quantifies the data.
  • Perform additional tasks necessary and requested for the overall operation of the agency.



Judgment must be exercised on an independent basis in regards to specific inquiries from the public, attorneys and educational personnel. Detainee and personnel confidentiality is of the utmost importance.  State and Federal laws governing client confidentiality are strictly observed.  Most tasks follow a standardized pattern with established policy and procedures for completing reports, forms and filing.  Breach of confidentiality could result in the loss of credibility and potential legal litigation against an individual or governmental entity.





Works and coordinates closely with members of the facility and program staff.  Interacts with parents and juveniles in Juvenile Community Corrections, and others in the facility. This person should be a role model both in the facility and in the community. Must maintain a professional relationship with all staff, juveniles, parents and the community.


Moreover, the Secretary has contact with a variety of people, such as facility staff, juvenile detention and probation department staff, attorneys, judges, outside service agencies, treatment facilities, and mental health and educational professionals.  Ability to communicate in a professional and respectful manner, both written and verbal, is required with all the above. 



This is a correctional facility. Juveniles may have been charged with or adjudicated for a variety of delinquent offenses including but not limited to violent and aggressive behaviors. The safety of the community as well as our staff and other students depends on the ability of staff to react quickly, fairly, consistently, and with control. Inaccurate assessments could significantly affect the health and well-being of the community, juveniles and facility staff.


Work is performed on carpeted floors. There will be a considerable amount of walking to various parts of the facility. Some work will be outside the facility.


Duties may require some amount of physical fitness with regard to personal protection.  Contact with juveniles and families will occur routinely.  Communication with the public, usually distressed parents, dealing with their child’s delinquent behavior, or a child in need of interventions and/or services must be courteous and respectful.  Contact with individuals submitting bodily fluid samples also occurs routinely.  Potential for physical assault is always present.


The duties described above are indicative of the knowledge, skills, and abilities and normal task assignments of this job, and do not constitute an exhaustive list of all tasks which may be required.  Additional duties requiring similar or lesser skills may be added at any time without the necessity of altering the description or re-evaluating the job.






Bachelor’s degree from an accredited college/university preferred.  Must have transportation, valid driver’s license and auto insurance for employment.  Applicant must pass a criminal background check and any screening/testing for detection of drug use.




Previous experience working with office procedures, computer programs and applications, and at‑risk youth.



The ability to relate to professional staff, youth, and their families without bias or partiality.  This Position requires skills in working with delinquent youth; therefore, capacity to use good judgment, problem solve, anticipate, prevent, intervene, and solve crisis situations appropriately in an office, public or classroom setting are necessary.  Ability to make rational, independent decisions when working with individuals or the public.  Ability to see what needs to be done with skills to make sure the job is completed in a timely manner.  Must be mature and able to accept responsibility with minimal supervision.  Good written and verbal communication skills are a must.


Knowledge of office management procedures and the ability to carry them out is required. Computer skills include but are not limited to the following:  proficiency with Microsoft Word based programs/applications, Excel spreadsheets, web-based research, compiling and computing data, and social media usage.  Must develop skills with using Quest, Odyssey, INcite, and/or Jail Tracker.  Must be able to competently serve the public with diplomacy and respect, including occasional encounters with hostile persons.  Ability to understand, memorize, retain and follow verbal and written instructions.  Ability to occasionally work extended, evening and/or weekend hours and occasionally travel out of town for training/seminars, sometimes overnight.