Senior Administrative Specialist - Community Corrections

Job Summary

Performs moderately difficult and involved customer service, accounting, technical and administrative tasks in a fast-paced environment requiring the exercise of independent judgment. Utilizes computers to obtain data and information and produce reports. May train, provide work direction, and mentor temporary employees.

Job Description

Responsible for supporting an inclusive environment focused on equitable outcomes.  



Interprets court data, orders, and related information to determine if case meets requirements (based on department standard operating procedures, local ordinances, and state statutes) for monitoring or supervision by Community Corrections. Identifies appropriate intake process and facilitates intake. Pre-process or processes all incoming transfer and supervised release client case records. Acts as a main reception point for Community Corrections. Answers phones and greets clients



Organizes schedule with team between three rotating positions; ability to multi-task and prioritize daily work, client, and staff needs, and projects.



Collects client information and case details to create client case “file” in data management system. Maintains and updates file information throughout client’s supervision.



Directs clients on activities which are necessary to fulfill court ordered obligations, to include: explaining forms, processes, and court orders.


Assesses client cases to identify fee requirements and creates invoices. Collects fees from clients, posts in appropriate systems, balances cash drawer daily. Meets with clients to evaluate if a client is eligible for payment plans. Sets-up up payment plans, explains program to client, and tracks program compliance. Processes fee waiver requests, determines if client meets automatic fee waiver status and adjusts fees as appropriate.



Performs revenue recapture, following state statute, on unpaid client fees. Researches outstanding fees, identifies potential write-offs, and presents to supervisor for approval. Tracks juvenile placements and documents for billing and data purposes.


Processes accounts receivable. Bills internal and non-Scott County agencies for juvenile placements at the Juvenile Alternative Facility (JAF). Receives administrative funds from vendors, audit, determines account coding, and process payments for receipt by accounting. Identifies and facilitates interagency transfer of funds. Communicates with outside and internal agencies regarding errors and questions.


Processes all accounts payable: maintains account code documentation, verifies charges, applies accurate coding, and processes payment requests. Researches and responds to vendor inquiries. Identifies appropriate codes for staff procurement card expenses and processes for accounting.


Manages off-site storage of client files: sending files to storage, requests for retrieval, and destruction of files per department record retention schedules.


Maintains inventory of office supplies and places orders as needed. Opens and distributes incoming correspondence. Types, proofreads, and signs routine outgoing correspondence as approved and directed by staff. Processes incoming faxes. Coordinates interpreter service for staff, submits facility and copier maintenance requests.

Performs meeting coordination for management and committees to include booking appropriate space, communication with participants, creating or compiling materials, and generating and distributing and minutes. Assists in development, preparation, and implementation of new department practices, forms, record keeping techniques, and systems, modifying existing methods and procedures, and automation of work forms and processes as needed. Initiates and tracks annual updates to department practices and standard operating procedures.


Accesses confidential information from county and state databases; determines and maintains proper usage of the data.


Works the hours and/or shifts assigned and begins and ends work on time.


Performs other related duties as required or assigned.

Minimum Qualifications
Requires equivalency of high school diploma and three years responsible clerical work experience. Strong preference given for experience working with CSTS (probation data management system), knowledge of the criminal justice system and legal terminology. Data entry experience, and intermediate technical skill using MS Office software. Excellent business writing, and strong verbal communication skills. A reliable means of transportation for the performance of work responsibilities is required.

Supervisory Controls
The employee is under the general supervision of the Supervisor of Administrative Services. With considerable latitude for independent judgment, work is performed according to established procedures and verbal/written instructions from the supervisor. Work is occasionally reviewed for accuracy and adherence to established procedures, but frequently no check is made of routine work.

Core Competencies and Abilities
Customer Service - Delivers government services in a respectful, responsive, and solution-oriented manner.

Communication - Is always clear about what we're doing and why we're doing it.

Collaboration - Works with partners – communities, schools, faith groups, private business, and non-profit agencies – to see that services are not duplicated but rather are complimentary, aligned, and provided by the partners who can deliver the service most effectively.

Stewardship - Works proactively to make investments, guided by resident input, which will transform lives, communities, and government.

Empowerment - Works with individuals and families to affirm strengths, develop skills, restore hope, and promote self-reliance.

Resiliency - Fosters public preparedness and responds when families and communities face health and safety emergencies.

Innovation - Takes informed risks to deliver services more effectively and learns from successes and failures.

Knowledge - Knowledge of policies, practices, and services of the division and the county.

Knowledge of business English, spelling, punctuation, and grammar.

Knowledge of Microsoft operating systems and related applications. 

Knowledge of PC hardware and troubleshooting techniques.

Knowledge of state, federal, and local laws, rules, and regulations as they apply to Community Corrections.

Knowledge of government data privacy laws.

Knowledge of safety and loss control programs and the ability to apply that knowledge to ensure a safe and healthy working environment that will minimize hazards or risks that could result in personal injury or illness and/or property damage.

Abilities - Ability to read and interpret documents, rules, court orders, legal instructions, and policy and procedure manuals to make independent decisions.

Ability to work effectively with clients from diverse backgrounds.

Ability to type accurately from clear copy or rough draft; ability to compose correspondence; ability to understand and follow complex oral and written instructions.

Ability to apply research and personal computer skills in the preparation of reports using microcomputers and major software packages; and the ability to review and correct written and numerical reports, forms, and other documents.

Ability to deal tactfully, safely, and efficiently with all levels of management, coworkers, and the general public; ability to work with difficult clientele to de-escalate hostile behavior client.

Ability to recognize and comply with data privacy regulations.

Ability to work in a fast paced, high traffic area; to make independent decisions concerning choice of procedures to follow; to work independently without close supervision; and to decide how best to handle adverse situations and recommend new work processes in the clerical operation, when necessary.

Ability to deal with the telephone, clients coming into the office, and entering complex data into data management system, simultaneously exercising mental alertness.

Ability to create work plans and meet timelines.

Work Environment and Physical Demands
Typical characteristics of the regular, ongoing work environment of this position requires inside work, typically in an office setting. Attendance at occasional off-hours meetings is required. 

Physical activities include sedentary to light work: Reaching, standing, walking, pushing, lifting, pulling, fingering, grasping, feeling, stooping, talking, hearing, seeing, and repetitive motions. Lifts and/or navigates up to 35 pounds on a routine basis in handling files and equipment necessary for performing the essential duties of the job.