Receptionist

South Bend, IN

Position: Receptionist

Opening Date: 10/25/23 Closing Date: Open until filled

Salary: $17.81/hr

Department: DuComb Center

Location: 4161 Lathrop St, South Bend, In

Status: Full Time Hourly

Job Category: PAT (Professional, Administrative, Technological)

FLSA Status: Non-Exempt

Description:

Incumbent serves as Receptionist for the Community Corrections, responsible for answering telephones and providing administrative assistance to Department personnel.

This position is full-time, non-exempt, and is covered under the Saint Joseph County Employee Policy Manual.

Hours: 8-4 PM, Monday - Friday

Essential Functions:

Ø Responsible for answering phones, screening call, and connecting callers to the proper person or department.

Ø Responsible for greeting visitors/offenders and directing them to the proper staff member.

Ø Responsible for daily mail rounds, both inner office and downtown, including check mail between buildings 2-3 times per day.

Ø Maintains all agency files.

Ø Opens and distributes mail to appropriate personnel.

Ø Provides secretarial assistance to Department staff as needed, including preparing, typing, filing and copying various documents, reports and correspondence.

Ø Miscellaneous typing.

Ø Log in sentencing orders, evaluation requests, and CTP information from Court house, fax and mail into active cases and distributes to appropriate personnel.

Ø Log in letters from Attorneys into active cases and distribute to appropriate personnel.

Ø When faxes are received notify the person receiving fax.

Ø Log in Incident Reports, copy them and distribute to appropriate personnel.

Ø Circulate FACT file on Tuesdays and Fridays for appropriate personnel to review and sign off of. (Contains copies of Misconduct and Incident Reports)

Ø Review and log in Misconduct Reports, make copies and distribute to appropriate personnel.

Ø Prepare MR’s and checklist for CAB hearings on Tuesdays and Thursdays.

Ø Evaluation letters after Program Manager approval, copy, mail to Judge, Attorney and Prosecutor and log into book.

Ø Petition to revoke letters, copy, mail and/or fax to Judge and Prosecutor and log into book.

Ø Discharge summaries, make copies and distribute to appropriate personnel and log into book. Enter into closed file the report, if money is owed to SJCCC, copy to Financial Coordinator for collection.

Ø Receive booking report every morning from County Jail by fax; make copies for Administration, Home Detention and Work Release with routing slips for review by appropriate personnel.

Ø Backup for Community Service Coordinator

Ø Performs related duties as assigned.

Qualifications:

Ø High school diploma or GED. Previous related work experience preferred.

Ø Working knowledge of standard office procedures, spreadsheet/database software, word processing software, and various other computer programs used by the Department, with ability to apply such knowledge to a variety of interrelated processes, tasks, and operations.

Ø Ability to type with speed and accuracy and working knowledge of standard English grammar, spelling, and punctuation with ability to prepare detailed written reports, and maintains complete and accurate files.

Ø Ability to properly operate standard office equipment, such as computer, keyboard, calculator, copy machine, typewriter, telephone, and fax machine

Ø Ability to provide public access to or maintain confidentiality of Department information and records according to State requirements.

Ø Ability to meet all Department hiring and retention requirements, and ability to comply with all employer and Department policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ø Ability to effectively communicate orally and in writing with co-workers, other County departments, and the public, including being sensitive to professional ethics, gender, cultural diversities, and disabilities.

Ø Has working knowledge of all agency programs, policies and procedures, as well as County policies and procedures that directly affect the agency.

Ø Is ethical, more and legal role model for staff and offenders.

Ø Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ø Ability to work on several tasks at the same time and work rapidly for long periods, occasionally under time pressure.

Ø Ability to understand, memorize, retain, and carry out written or oral instructions and present findings in oral or written form.

Ø Ability to work alone with minimum supervision and with others in a team environment.

Ø Ability to occasionally work extended hours.

Ø Possession of a valid Indiana driver’s license and demonstrated safe driving record.