Position Overview  

This position is open to the public.  The Support Specialist provides technical and clerical support to probation officers and ensures the integrity and efficiency of the information entered via automated applications.  The Support Specialist provides office assistance in accordance with approved internal control procedures and policies.  The incumbent provides administrative and technical assistance to ensure the smooth and efficient operation of the office.    This position may require irregular work hours, to include nights, weekends, and holidays.  This position is contingent on budget availability.

Representative Duties

• Format, type, and edit reports developed by officers, often within a short time-period.  Reports include presentence reports, violation reports, pretrial reports, and collateral responses for the Court and other probation offices.  Prepare other letters, memoranda, recurring reports, and forms.  
• Assist probation officers in the performance of investigations and case work, which includes compiling criminal histories/profiles and gathering supportive documentation, running record checks through local and national databases, inquiries with collateral agencies, and case file management. Provide officers with verifiable and supportable documentation to assist in completion of pretrial and probation reports.
• Identify and ensure that data entry into the case management database is complete, accurate, and recorded within established time frames. 
• Transition case files to electronic via scanning in accordance with office policies and procedures, where applicable.
• Assist with filing court documents in CM/ECF in a timely and accurate manner according to office policy.
• Organize and prepare new case files for officers' use in accordance with established case management procedures.  Receive and transfer case files to and from other districts.
• Maintain chain of custody of urinalysis testing materials.  Maintain and mail or transport tests and materials to laboratories for confirmation.
• Make entries to chronological records in the case management database from information provided by the officer.
• Answer and screen telephone calls and visitors.   Answer routine questions and refer persons to officers or to appropriate agencies based on knowledge of officers' activities and program operations.
• Integrate non-caseload duties into daily routine efficiently, which may include update home page, open and distribute mail, distribute faxes, request files from the Records Center, distribute incident reports, assist with monthly shredding, and meter mail.
• Where applicable, may assist officers and non-English speaking offenders/defendants, family members, and witnesses in translating, including translating documents and correspondence.
• Perform other duties as assigned.

Position Requirements And Qualifications

MINIMUM QUALIFICATIONS

The selected applicant must have one year of specialized experience.  Progressively responsible clerical, office, or other work that indicates the possession of, or the ability to acquire, the particular knowledge and skills needed to perform the position’s duties.

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 and payroll operations. 

EDUCATIONAL SUBSTITUTION

Education above the high school level may be substituted for required general experience on the basis of one academic year (30 semester or 45 quarter hours) equals one year of general experience.  Education may not be substituted for specialized experience because operation court support positions require hands-on experience to be credited as specialized experience.

PREFERRED QUALIFICATIONS (COURT PREFERRED SKILLS)

The successful applicant must have excellent writing skills and average computer knowledge.  The ideal candidate may also possess the following preferred skills:

• Be skilled in communicating effectively, both orally and in writing, with individuals and groups to provide information, facilitate meetings, and influence decision-makers and strive for high level achievement.
• Knowledge of current office technology (i.e., PACTS, DSS, STaTS, and SharePoint), with the ability to acquire additional knowledge and skills.
• Demonstrated leadership by showing initiative to engaging in project management and establishing programs which help to achieve an organization’s mission and vision.
• Demonstrated how he or she has used technology to improve a process.
• Demonstrated the ability to organize, oversee, and complete multiple projects simultaneously with limited supervision.

Supplemental Information

ENVIRONMENTAL DEMANDS

• Work is performed in an office setting.
• Some travel may be required.
• Some lifting may be required.

CONDITIONS OF EMPLOYMENT 

The selected candidate must be a U.S. citizen or permanent resident seeking U.S. citizenship.  Non-citizens must execute an affidavit indicating their intent to apply for citizenship when they become eligible.  

The United States District Court requires employees to adhere to a Code of Conduct Policy.  This position is also subject to mandatory Electronic Fund Transfer (EFT) for payroll deposit.  

The selected candidate will be subject to random drug screening and updated background investigations every five years. 

New employees to the District of Minnesota are required to be fully vaccinated against COVID-19.  Proof of vaccination will be required prior to entrance on duty.  

Judiciary employees serve under excepted appointments and are considered “at-will” and may be terminated with or without cause or notice by the Court.

APPLICATION INFORMATION AND PROCESS

Qualified candidates interested in applying should visit our careers page at www.mnp.uscourts.gov to complete an application of employment and submit the following: 

• A cover letter (not to exceed two pages), which includes a concise description of how your ongoing education and training, work experience, and projects have prepared you for this role as outlined in this vacancy announcement.
• A resume, which includes dates of employment, duties and responsibilities, and key accomplishments;
• A copy of the last two performance appraisals;
• Names and contact information of three professional references. If you are selected for an interview, references may be contacted prior to the interview. The U.S. Probation and Pretrial Services Office reserves the right to contact additional references other than those provided by the applicant.

All application materials received will be reviewed to identify the best qualified candidates. Only the most qualified candidates will be invited for interviews.  Applicants are responsible for any travel costs.

The U.S. District Court reserves the right to modify the conditions of this job announcement or to withdraw the announcement, or to fill the position sooner than the closing date, any of which action may occur without prior written notice.

THE UNITED STATES COURT IS AN EQUAL OPPORTUNITY EMPLOYER