Administrative Assistant (Diversion Coordinator)

This position is open until filled

$48,906.00 - $73,360.00 

This position is for the new 23rd Judicial District, out of the Douglas County office, and performs a variety of moderately complex technical, clerical and administrative duties in support of the Diversion program and additional tasks related to data collection, analysis and maintenance for the Office of the District Attorney. Works with various forms of confidential or otherwise protected information.

DIVERSION PROGRAM DESCRIPTION: The Diversion program for juveniles in the 23rd Judicial District Attorney’s Office offers an alternative to the criminal justice system to some offenders. Instead of the court system, the diversion counseling program uses therapeutic and case management interventions to promote accountability and address the underlying factors contributing to criminal and delinquent behaviors. Each person accepted into the program goes through a screening and assessment process to help guide the creation of an individualized treatment plan. Participants can make amends for their actions, gain insights into themselves and identify opportunities for self-improvement without the full weight of the justice system. In addition to helping participants, diversion helps victims and communities through programs that reduce future harm.

(The following examples are illustrative only and are not all inclusive)

Identify, develop and implement administrative strategies to optimize the programs’ resources and process; perform a variety of word processing, data entry and computing duties to support the program and specific projects;   coordinate program referrals through multiple databases; screen and respond to visitors or telephone calls and provide routine factual/procedural information or direct inquiries to appropriate individual; assist with grant management; communicate with clients and staff including phone calls, emails, and messaging applications; schedule appointments and manage shared calendars for unit. 

Review and ensure consistent and accurate data sharing between software applications and multiple databases.

Establish and maintain communication with partner agencies including sharing processes.

Use criminal information databases (requires CJIS compliance) to download and provide relevant information from same; collect and organize statistical data from multiple sources and track progress toward measurable goals and outcomes; use data to support the application and progress monitoring for grants and other initiatives; support the program in obtaining, implementing and managing grants; coordinate receipt of awards and required documentation, facilitate information sharing as required by multiple grants; help prepare scheduled and special reports, studies and analyses. Scanning, archiving, retrieving and quality control of case file documents.

Maintain routine bookkeeping and monitor records for the collection of fees, deposits, grant expenditures etc.; coordinate with accounting when appropriate.

Provides clerical support for Diversion, including processing mail and purchasing office supplies; also undertakes special projects as requested. 

REQUIRED SKILLS, KNOWLEDGE AND ABILITIES:   

Exercise critical thinking, initiative, judgment, creativity, organization and decision-making sufficient to be able to solve problems, improve processes, meet management goals, and achieve program and organizational objectives.

Working knowledge of standard legal/court procedures and legal terminology.  Ability to proficiently use, or quickly become proficient in using, multiple software programs including Microsoft Office, OneNote, SharePoint, Action, NextStep, Adobe Pro, and other databases, etc.; ability to plan and organize aspects of work to comply with established unit priorities and deadlines; ability to give attention to detail and perform work in a timely and accurate manner; ability to maintain organized records and precise data; ability to write reports and create spreadsheets and charts for use in accurately communicating data.

Ability to gain working knowledge of word processing and data base programs and follow oral and written instructions. Ability to establish and maintain effective working relationships with supervisors, co-workers, attorneys, program participants and their families, collaborating agencies, grant programs and victims; ability to communicate professionally and effectively, both verbally and in writing.

Ability to speak Spanish or willingness and ability to coordinate language support resources as needed/appropriate.

EDUCATION / EXPERIENCE:  College degree and a minimum of two (2) years clerical experience or any equivalent combination of education and experience in the discretion of the District Attorney.   

NECESSARY SPECIAL REQUIREMENTS: Ability to gather and analyze statistical data and record.   CJIS compliance.

COMPLEXITY / RESPONSIBILITY: General work assignments are the result of a variety of sources and require analysis of facts to prioritize and arrange; individual assignments are performed within standard program procedures and encompasses a variety of operations and independence of action for completion. Errors may take some time to trace and make all necessary corrections. Some information processed may be confidential or privileged, requiring appropriate discretion. 

SUPERVISION RECEIVED:  Works under the general and joint direction of the Diversion Program Director and the Supervisor. Position may exercise discretion in developing or improving methodologies and procedures to increase effectiveness and efficiency within the program.

SUPERVISION EXERCISED:  None, but may help orient new employees to the functions and responsibilities of   the respective units and will have daily collaboration with staff within unit.