Job Description

Purpose of Job The purpose of this classification is to provide administrative and secretarial support to the department. Duties include but are not limited to: answering telephones; typing correspondence; coordinating meetings; creating and maintaining files; and performing additional duties as assigned by the Director Probation.

Essential Functions The Admin Asst. is responsible for the following essential functions:

• Acts as the initial point of contact between the Probation Department and new clients
• Answers telephones, provides information and answers general questions, makes referrals to other individuals, departments or agencies/organizations, or forwards calls to the appropriate person(s).
• Maintains files and records for the department.
• Type letters, forms and other documents, enter data and maintain files for the Director and staff.
• Assist in the preparation of monthly, quarterly and year-end reports.
• Sorts, distributes and prepares mail for daily pickup.
• Contacts Court Services and/or Knox County Sheriff\xe2\x80\x99s Office (KCSO), Knoxville Police Department (KPD) to have clients taken into custody as needed.
• Schedules and coordinates meetings and appointments for the staff and Director.
• Assists office manager with alternative sentencing and litter pick-up programs.
• Assigns new clients to officers, prepares new client files, checks daily reports from various systems and departments, and relays findings to the probation officers.
• Stock office supplies for department
• Transmit records and other documents to necessary departments, as needed.
• Acts as back-up to the officer manager, as needed.
• Must maintain confidentiality for clients.

• Respond to and report immediately if called upon by local, regional or central office supervisors, as part of a coordinated emergency response by the Knox County Health Department.
• Ensure regular, punctual attendance during scheduled work hours
• Perform other duties as required

• High School diploma or GED required.
• Minimum of three (3) years\xe2\x80\x99 related experience.
• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities may be considered for employment into the position
  

• Ability to work in a position of moderate complexity
• Basic understanding of PCs, tablets, smartphones and other electronic devices
• Basic understanding of Microsoft Office suite of products
• Ability to focus and demonstrate attention to detail
• Ability to work cooperatively as a member of a team
• Strong verbal and written communication skills
• Excellent customer service skills
• Excellent organizational and time management skills
• Strong problem solving and critical thinking skills
• Excellent interpersonal skills
  

• This position requires the ability to engage in light physical activity. Ability to sit or stand for extended periods of time working behind a desk on a computer.