Job Details for Probation Services Assistant (2024)

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Position Description

The Probation Services Assistant serves as a hybrid position that will assist the budget, procurement and clerical support functions of the office. The incumbent assists in performing administrative and technical work to ensure that the Probation and Pretrial Services Office performs optimally while ensuring compliance with the appropriate guidelines, policies and approved internal controls. The incumbent will work under the supervision of both the Budget Manager and Probation Support Supervisor.

Representative Core Duties
Budget & Procurement Support:

• Participates as a member of the local treatment team and assists with solicitations and taking minutes during monthly meetings.
• Assists with such functions as reviewing monthly invoices for accuracy, prepping treatment services invoices for data entry, payment and disbursing copies of treatment records. Ensures information and authorization is accurate by reviewing and processing Probation Form 45s and other supporting documentation.
• Assists with contacting vendors regarding invoice submission that are not clearly documented, preventing duplication or overpayment. Reviews and communicates to vendors incorrect procedures utilized to avoid future mistakes in billing. Corrects invoices as necessary and communicates with treatment agencies regarding corrections. Maintains monthly treatment expenditures spreadsheet.
• Reviews and validates treatment services invoices for services rendered via PACTS. Ensures accuracy when processing invoices. Prepares and distributes invoices to the appropriate party within set timelines. Uploads treatment invoices and reports to corresponding client file in PACTS.
• Assists with management of urinalysis logs from vendors, and monitor urinalysis supplies for office and treatment vendors
• Coordinates consumable supplies and manages monthly shredding services
• Receives deliveries and distributes goods to various locations
• Other budget and procurement duties as assigned

Clerical Support:

• Assists probation/pretrial services officers in compiling criminal histories/profiles, running record checks through local and national databases and files, conducting inquiries with collateral agencies, collecting verifiable and supportable documentation, and performing similar activities. Enters data and information into the office’s computerized database system.
• Contacts various local, state, and national law enforcement and regulatory agencies to collect and record information to assist with investigations. Obtains related records regarding offenders/defendants, following established practices and protocols.
• Acts as a primary backup to the probation office reception, including phones and front office duties. Answers routine inquiries and/or refer to appropriate staff based on knowledge of office operations, policies, and procedures.
• Other clerical duties as assigned

Qualification

Minimum Qualifications
To qualify for this position an individual must have a high school diploma or GED with two years of general clerical experience and one year specialized experience. Specialized experience includes progressively responsible clerical or administrative experience that provided knowledge of rules, regulations, practices and principles of financial administration and or other computer-based application. Education above high school may be substituted for general experience.

Candidate must possess excellent organizational and written/verbal communication skills, with the ability to meet tight deadlines. Candidate must have excellent customer service skills and attention to detail. The successful incumbent must also be proficient in Microsoft applications (Microsoft Office, Adobe, etc.) and have a thorough knowledge of spelling, punctuation, and grammatical usage. Candidate must be highly motivated, and able to work in a high-stress environment.

The successful candidate must possess good judgment, maturity, and tact; be dependable, responsible and maintain confidentiality; be a proactive self-starter and demonstrate initiative in problem solving; be able to work quickly and harmoniously with others in a team-based environment; and consistently present a poised, professional appearance and demeanor. This position requires the ability to communicate, articulate, and relate to defendants/persons under supervision, vendors, coworkers, and others with professionalism and integrity, as well as superb organizational, people and time-management skills.

Benefits

The salary for this position is at CL 25 ($47,966 - $77,966) depending on length and relevance of experience. The position falls within the Judicial Branch of the U.S. Government and the benefits include participation in the FERS_FRAE retirement system, health, dental, vision and life insurance programs, holiday and leave accrual, tax deferred saving plan and periodic salary increases. This position is subject to mandatory direct deposit participation.

Miscellaneous

Conditions of Employment
All application information is subject to verification. Appointment to this position is contingent upon a background investigation including an FBI fingerprint check. The Probation Services Assistant is an excepted service position, serves at the pleasure of the court, and is an 'at will' employee who can be terminated with or without cause. All judiciary employees are required to adhere to the Judicial Code of Conduct. Applicants must be U.S. citizens or be eligible to work in the United States, under 8 U.S.C. § 1324b(a)(3)(B).

How To Apply

Qualified internal candidates are invited to submit:

1. Letter of interest
2. Detailed resume including education, previous employment, and salary history
3. Application for Judicial Branch Employment (AO78)

The application form (AO78) is available on the court’s website http://www.utd.uscourts.gov or at the address listed below from 9 a.m. to 4:30 p.m. Monday - Friday. Applications will be screened for qualifications and only the most qualified applicants will be contacted and selected for a personal interview. Incomplete applications will not be considered. Completed application packages must be emailed, delivered, or postmarked no later than June 21, 2024. Applicants selected for interviews must travel at their own expense, and relocation expenses will not be reimbursed. Applicants who are invited to interview may advise the Human Resources Office if an accommodation is necessary.

Please email application packages in PDF format to UTD_HumanResources@utd.uscourts.gov

Or mail or hand deliver to:

U.S. Probation & Pretrial Services
Attention: HR - Probation Services Assistant Vacancy
351 S. West Temple, Room 2.117
Salt Lake City, UT 84101

The federal Judiciary is an Equal Employment Opportunity employer.