Specialized Clerk

Company: Portage County Ohio
Location: Ravenna
Posted on: April 3, 2026

Job Description:

TITLE: Specialized Clerk JOB OBJECTIVES: Under the direction of the Chief of Probation and Assistant Chief and Unit Supervisor. The incumbent position involves providing secretarial support for the Probation Department. ESSENTIAL FUNCTIONS: Answering telephones, assisting callers and directing calls to appropriate person, taking messages when necessary Monitoring the kiosk, providing assistance to those in need at the reception window Typing correspondence, memos, journal entries, letters, etc. when directed Collecting money orders and issuing receipts Maintaining and updating the files in the “Ready for Court Drawer” Filing Monitors incoming faxes and distributes them accordingly and timely Creating, opening and closing client files Entering/updating computer information on individual clients Compiling specialized reports as directed Attends a minimum of 5 hours of training on an annual basis Scheduling and checking appointments Gives clients questionnaires to complete for place on Accurately assigns and documents all felony and municipal place ons Accurately and timely enters all felony intake, release and warrant information onto the felony caseload according to procedure Accurately and timely enters all warrant information onto the misdemeanor warrant caseloads and cross-references them with the warrant drawer Schedules PSI appointments Creates PSI files and logs all PSI referral information on the felony PSI caseload Boxes closed files at the end of the year for storage Monitors the completion of community work services Records restitution payments in OCSS and mails victim payments in a timely manner Prepares files for court hearings Sends PSI’s to the court in a timely manner NON-ESSENTIAL FUNCTIONS: Performs other job-related duties as directed by Supervisor. Performs back-up duties for the Administration or other secretarial staff as directed. JOB REQUIREMENTS Equipment: Incumbent operates equipment such as, but not limited to, the following: Copy machine, computer terminal, personal computer, facsimile machine, printing equipment, telephone, surgical gloves, face mask and you may be required to travel by car (department’s or personal). Critical Skills/Expertise: Knowledge of the principles and practices of Court procedures. Demonstrate an understanding of oral and written communication skills. Demonstrate an understanding of department office equipment (computer, phone, fax, scanner, copier, etc.) Knowledge of Portage County Adult Probation policies, rules, regulations, and procedures. Exhibits problem solving skills with an emphasis in crisis management/intervention. Demonstrate computer literacy and/or technical competency necessary to complete departmental tasks including but not limited to; Microsoft Office Suite (Word, Excel, Outlook) and web-based applications (CourtView). Job Standards: High school diploma or GED required and two years secretarial or office management experience is preferred. DIFFICULTY OF WORK Work consists of moderate complex, varied, standardized and non-standardized tasks requiring the knowledge and application of established laws, rules, regulations, policies, and procedures and involves evaluating the relevance and importance of theories, concepts, principles and developing different approaches or tactical plans to fit specific circumstances. RESPONSIBILITY Incumbent makes most decisions regarding work independently with general supervision. Supervisor reviews incumbent’s work as needed. Guidelines may exist but are flexible and are open to considerable interpretation. Independent judgement, personal discretion, and resourcefulness are needed to interpret and apply guidelines. The duties and responsibilities of this job will have moderate impact on the image of the County and/or the wellbeing or rights of its citizens. Errors at this level will be difficult to detect and could result in non-compliance with laws or policies and in possible lawsuits, etc. and negatively affect the delivery of quality service and cost, impacting the department and possibly the county overall. PERSONAL RELATIONSHIPS Incumbent maintains frequent contact with co-workers, probationers, representatives of various public and private agencies, law enforcement.

Keywords: Portage County Ohio, Parma , Specialized Clerk, Administration, Clerical , Ravenna, Ohio