Probation Receptionist at United States Probation Office, Southern District of California (CA) – San Diego, California

The Probation Receptionist provides office reception in accordance with internal policies and procedures and provides administrative support to probation officers performing selected clerical tasks.

Representative duties include but are not limited to the following:

• Answers and screens telephone calls and visitors as needed. Answers routine questions and refers persons to officers or to appropriate agency based on knowledge of officers’ activities and program operations. Directs persons reporting from prison or from court as to officer assignment and reporting procedures.
• Enters data and information into the office's computerized database system (PACTS) and interprets information from PACTS when necessary to assist the probation officers.
• Organizes and prepares case files for Probation Officers’ use in accordance with established case management procedures.
• Receives, scans, and uploads incoming documents into client electronic case file and automated case management database (PACTS).
• Assist with conducting online criminal record checks through local system.
• Perform data entry functions. Generate standard reports from databases and computerized systems. Track statistics and data.
• Monitors Case Management Electronic Case Filings (CM-ECF) using automated software program.
• Assists office, as needed, in handling security issues using emergency telephone procedures.
• Where applicable, may assist officers and non-English speaking offenders/defendants, family members, and witnesses in translating, including translating documents and correspondence.
• Performs other related duties as required.

Must possess skill in using standard office equipment (telephone, copiers, fax machines, scanners, etc.) and be proficient in using office technology applications such as Microsoft Office Suite. The ability to interact and communicate orally and in writing with a variety of people is required.

PERSONAL CHARACTERISITCS
A successful candidate must be professional, responsible, organized and meticulous. Must also possess strong analytical skills, tact, good judgment, initiative, and the ability to work with a wide variety of people with diverse backgrounds.
To qualify for the position of Probation Receptionist, a candidate must be a high school graduate (or equivalent) and have two years of general experience. For placement at salary levels above Step 1, at least one year of specialized experience is required.

GENERAL EXPERIENCE
Progressively responsible clerical, office, or other work that indicates the possession of, or the ability to acquire, the particular knowledge and skills needed to perform the duties of the position.
Education above the high school level may be substituted for required general experience on the basis of one academic year (30 semester or 45 quarter hours) equals one year of general experience.

SPECIALIZED EXPERIENCE
Progressively responsible clerical or administrative experience requiring the regular and recurring application of clerical procedures that demonstrate 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 generation. 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.

• Applicants must be United States Citizens.
• A background investigation including fingerprinting and criminal history and credit checks will be conducted as a condition of employment.
• All application information is subject to verification.
• Court employees are required to adhere to the Code of Conduct for Federal Judicial Employees.
• The court is not authorized to reimburse travel expenses for interviews or relocation.
• This position is subject to mandatory electronic funds transfer for payroll direct deposit.

U.S. Probation reserves the right to modify the conditions of this job announcement, or to withdraw the announcement, without prior written or other notice. Only qualified applicants will be considered for this position.

U.S. Probation employees serve under “Excepted Appointments” and are considered “at will” employees with the exception of U.S. Probation Officers who are “for cause.” The U.S. Probation Office is a part of the Judicial Branch of the United States government. Although comparable to the Executive Branch (civil service) in salary, leave accrual, health benefits, life insurance benefits, and retirement benefits, generally court employees are not subject to the many statutory and regulatory provisions that govern civil service employment.

All information provided by applicants is subject to verification and background investigation. Applicants are advised that false statements or omission of information on any application materials may be grounds for non-selection, withdrawal of an offer of employment, or dismissal after being employed.

Open until filled, applications preferred by March 14.

UNITED STATES PROBATION IS AN EQUAL OPPORTUNITY EMPLOYER