Probation Services Assistant

Salary: $43,414.00 - $84,860.00 Annually
Location : All District of Minnesota Offices, MN
Job Type: Full-Time
Job Number: 2024-11
Department: Probation & Pretrial Services
Opening Date: 12/31/2024

Position Overview
U.S. Probation and Pretrial Services in the District of Minnesota has its headquarters in the U.S. Courthouse located at 300 South Fourth Street, Suite 406, Minneapolis, Minnesota. There are field offices located in Bemidji, Duluth, Fergus Falls, Rochester, and St. Paul. The U.S. Probation and Pretrial Services Office serves the Judicial District of Minnesota, which includes 87 counties.
The Probation Services Assistant provides specialized technical and administrative support to probation officers in a wide range of areas, including assisting with investigations, compiling criminal histories, coordinating with collateral agencies, and performing similar duties.
This position is considered non-hazardous duty. Occasional irregular work hours (including nights, weekends, and holidays) and occasional travel to field offices may be required.
CL-24: $43,414-$76,853

CL-25: $47,966-$84,860

(2024 CPS Pay Tables Rest of the United States and Minneapolis-St. Paul)
Promotion potential to CL-25 is possible within the classification and salary range without further competition.
This vacancy announcement is based on budget availability and district needs, and more than one position may be hired from this announcement. This vacancy announcement is open until filled. Preference will be given to complete applications submitted by 5:00 p.m. CST on January 21, 2025.
Representative Duties

• Assist probation 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.

• Assist probation officers with managing investigations and casework, which may include collecting financial information for case plans, generating and reviewing Opera reports, creating and filing court documents pertaining to delinquent restitution and/or fine payments, and data entry.

• Assemble and process information to the Bureau of Prisons and Sentencing Commission. Maintain various logs and keep records up to date to include BOP Offender Release Report, Client Data Transfer Utility, JEDI, LENS, Passports, and VCCA.

• Format, type, edit, and finalize reports and correspondence using word processing equipment. This may include, but is not limited to, documents such as presentence investigation reports, post conviction reports, pretrial reports, and other letters, memoranda, or recurring reports to the court.

• Customize programs (i.e., Microsoft and/or Adobe Software Packages) for local needs. Prepare and maintain documentation on local programs, creating user cheat-sheets or forms, as applicable. Provide end-user training, where necessary. Assist with developing procedures and standards for data entry to ensure validity of the data.

• Operate the local/state law enforcement information retrieval system and Criminal Justice Information System (CJIS) terminals to obtain criminal history information and route the information to appropriate recipients. Obtain credit checks.

• Open, close, and update information into computerized records, including the Probation and Pretrial Services Automated Case Tracking Systems (PACTS). Research information from case records and enter into appropriate system. Screen forms completed by officers and officer assistants and recommend corrections as needed. Retrieve information from databases and generate periodic reports.

• Maintain chain of custody of urinalysis/drug testing materials, maintain records of test results, and inform officers of test results. Maintain and mail or transport tests and materials to laboratories for confirmation. Maintain inventory of supplies.

• Participate in problem solving at staff meetings with other support staff, officers, and officer assistants. Offer constructive suggestions for improvement in work processes to better achieve goals and objectives.

• Assist in the operation and maintenance of the office's internal and external websites and applicable pages using web technologies and programming languages, where applicable.

• Provide general clerical office support by performing any or all of the following tasks: answer and screen telephone calls and visitors; copy and distribute documents; send and receive faxes and electronic mail messages; process travel and expense reimbursement documents; receive and distribute mail; attend meetings and take minutes; provide backup reception assistance; request and store office supplies; assist officers and officer assistants with word processing or other computer matters; and other administrative tasks.

• Perform other duties as required.

Position Requirements And Qualifications
MINIMUM QUALIFICATIONS
To qualify for the position of Probation Services Assistant, applicants must be a high school graduate or equivalent. Applicants must have at least one year of specialized 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.
EDUCATIONAL SUBSTITUTION
Education may not be substituted for specialized experience because operational court support positions require hands-on experience to be credited as specialized experience.
PREFERRED QUALIFICATIONS (COURT PREFERRED SKILLS)

The ideal candidate may also possess the following preferred skills:

• Knowledge of the roles and functions of the federal probation and/or pretrial services offices. Knowledge of the practices and procedures used in probation/pretrial services processes, including knowledge of the administrative requirements to support these activities. Knowledge of the criminal justice system, particularly as it relates to federal Probation and Pretrial Policies and Procedures.

• Knowledge of automated/internet resources and systems available for conducting background checks, criminal histories, and other similar activities (such as the National Crime Information Center). Knowledge of legal terminology. Ability to follow safety procedures. Ability to compile information (such as background checks and criminal histories) within established time frames. Ability to identify and resolve unusual problems or referral to probation/pretrial officers. Ability to organize and prioritize work.

• Ability to work under pressure of short deadlines. Ability to follow detailed instructions accurately. Ability to handle multiple demands in a fast-paced environment.

• Knowledge of and compliance with the Code of Conduct for Judicial Employees and court confidentiality requirements. Ability to consistently demonstrate sound ethics and judgment.

• Ability to interact and communicate effectively (orally and in writing) with people of diverse backgrounds, including law enforcement and collateral agency personnel at different governmental levels, community service providers, and offenders/defendants. Ability to establish rapport with contacts at collateral agencies for the purpose of collecting information on offenders/defendants.

• Skill in the use of automated equipment, including word processing, spreadsheet, and database applications, and various other types of software. Ability to use computer software and database systems to perform record checks, compile criminal history information, and similar activities.

• Ability to maintain a professional demeanor and presence.

• Ability to consistently demonstrate sound ethics and good judgment.

• Bachelor's degree from an accredited college or university in a field of academic study, such as criminal justice, criminology, psychology, sociology, human relations, business or public administration, or another closely related field which provides evidence of the capacity to understand and apply the legal requirements and human relations skills involved in the position. A Bachelor's degree is required for an appointment to the position of U.S. Probation Officer.
ENVIRONMENTAL DEMANDS

Work is generally performed in an office setting and may also be performed in the community. Work requires contact with persons who may have violent backgrounds. These contacts may be made in generally controlled settings. The incumbent may be accompanied by a probation officer while conducting duties in the community.
CONDITIONS OF EMPLOYMENT

Applicants selected for interviews will be required to participate in job-related screening as part of the screening process. Prior to appointment, the selected candidate must undergo a local records check, check of financial and credit records, full OPM background investigation, and fingerprinting.
As conditions of employment, the selected candidate may be subject to random drug screening and periodic updated background investigations as required and as deemed necessary by management for reasonable cause click apply for full job details