Administrative Office Professional I (Public Safety)- Santa Barbara

THE POSITION

Do you have an interest in Public Service through assisting departments that protect and serve our community? Are you looking to start an exciting, meaningful, and reliable administrative career?  If so, then come join the team at the County of Santa Barbara (Probation Department and Sheriff’s Office) and make a difference!

We are currently accepting applications to fill several Administrative Office Professional I (AOP) vacancies for two dynamic County of Santa Barbara departments: Sheriff’s Office and the Probation Department.  Applicants will be asked to select the department(s) of interest in the Supplemental Questionnaire section of the job application.

The Administrative Office Professional class is a great way to begin your career at an entry-level and grow your administrative profession. Through experience and training, you will have opportunities to advance within the County of Santa Barbara.
 
To be successful in following this career path, you must have a strong knowledge of basic English and Math. You need to be an effective communicator on paper and in person, customer-focused, and business-oriented.  You must be ready to learn government policies and procedures, and use logical and sound reasoning in applying State and local laws, legislation and regulations to your work on a daily basis. 

To learn more about the Sheriff's Office, please visit our website at www.SBSheriff.org.

To learn more about the Probation Department, please visit www.countyofsb.org/389/Probation 

Location of Vacancies: Sheriff’s Office and Probation Department: Appointee must be willing to accept an assignment at All Locations throughout the County of Santa Barbara. The employment list established will be used to fill current and future AOP I vacancies for All Locations (separate lists for different locations will not be established). Therefore, applicants must check "All Locations" on the application agency wide question and /or supplemental question acknowledging this is required for the position.

DEPARTMENT SPECIFIC DESCRIPTIONS 

For the Sheriff’s Office: Custody Operations, Custody Records Bureau: Custody Jail operations is 24/7 with a work schedule on rotating 12-hour shifts including nights, weekends, and holidays. AOP’s are assigned to either the Main Jail facility in Santa Barbara or Northern Branch Jail in Santa Maria; duties include processing new arrestees for booking into custody; verifying bail amounts at booking; assisting the general public by phone and in-person; scheduling court dates; processing inmate records to facilitate release or transfer; and performing related duties as assigned. Duties are performed in a locked-down facility and require direct and indirect contact with inmates.

For the Probation Department: Assignments may include the Santa Maria Juvenile Justice Center, Santa Maria Adult/Juvenile Support Unit, Court Support/Pretrial Unit, Lompoc Support Unit, Santa Barbara Adult/Juvenile Support Units, and Administration. Under general supervision, works with confidential information, interacts with general public and partner agencies in-person and via phone and email, schedules virtual interviews, interacts with clients, processes payments and assists clients with the self-service kiosk and documents programming attendance. May assist in obtaining police reports and court documents, filing reports with Superior Court, case management system data entry, meeting minutes and document scanning. Performs related duties as assigned.

The Santa Maria Juvenile Justice Center is a 24/7 locked facility, and AOPs at that assignment staff the Master Control Room, which requires that they monitor cameras for security issues at the facility and report any concerns; shift work at the Juvenile Justice Center is required, including graveyards, nights, and/or weekends. In addition to the above duties, AOPs assigned to the Santa Maria Juvenile Justice Center interact with youth and perform data entry processes during intake bookings and releases, and contact parents and various agencies regarding youth's status. For other assignments, shifts are typically Monday through Friday, with the possibility of a modified work schedule. To learn more visit https://www.sbprobation.org/sbcprob/index.html.

IDEAL CANDIDATE

• Excellent customer service
• Time management
• Professionalism
• Effective oral and written communication
• Learn new tasks quickly
• Prioritize and complete time-sensitive work tasks
• Knowledge of Microsoft Office Suite
• Work independently and as a team player
• Self-motivating
• Detail oriented

Examples of Duties

FOR THE SHERIFF’S OFFICE

• Initiates inmate records, enters arrest data, releases information into the computer, analyzes warrants and other court and legal documents to verify that they are complete and the booking information is in accordance with applicable regulations, laws, and procedures; updates inmate records when additional information is received.
• Daily communications with Superior Court partner agency.
• Processes runs/ background checks on inmates to check for outstanding warrants.
• Assist partner agencies via phone, email, or in-person.
• Reviews inmate records and court documents to establish release dates; revises release dates according to established guidelines; checks for supplemental booking or holds, orders from higher court, and warrants from other jurisdictions.
• Updates automated and manual inmate record and tracking systems (JMS); receives and send information from other agencies and jurisdictions.
• Identifies individuals with prior records or warrants by searching computer data banks.
• Receives and checks for accuracy court documentation on inmates, contacts court to correct errors or clarify information, records action by orders on inmate records.
• Schedules court dates for new warrant arrests.
• Manages emails regarding court documents and inmate information, monitors California Law Enforcement Telecommunication Systems (CLETS) for outside agency communications.
• Generate daily court transportation and release rosters.
• Enter subpoenas, orders to produce (OTP's), and various court orders into the Notes Module in Jail Management System (JMS).
• Reconciles cash drawer daily and enters transactions into banking database.
• Assists the general public, attorneys, and other law enforcement personnel at jail reception or on the phone requesting visitations, payment of bail, status of inmates, or other inmate information.
• Uses a keyboard to enter, access, retrieve, update, and change information from automated systems; operates office computer, mouse, and various printers.

FOR THE PROBATION DEPARTMENT

• Initiates client records, enters client information into the computer; reviews warrants and other court and legal documents to verify that they are complete and information is in accordance with applicable regulations, laws, and procedures; updates client records when additional information is received.
• At the Juvenile Justice Center, reviews client records and court documents to calculate release dates; revises release dates according to established guidelines.
• Updates information in client caseload management systems.
• Receives and files various court and law enforcement and related documents, and enters them into client caseload management systems.
• Schedules virtual interviews with clients and attorneys at the Juvenile Justice Center and the North and South branch County jails.
• Take minutes at various Department meetings, transcribe and distribute minutes for review.
• Assists the general public, attorneys, and partner agencies.
• Uses a keyboard to enter, access, retrieve, update, and change information from automated systems; operates office computer, mouse, and various printers.
• Receptionist reconciles cash drawer daily and enters transactions into banking database.
• May assist in translation services, both written and verbal, if qualified as bilingual.

Employment Standards

The County of Santa Barbara strives to attract and maintain a work culture that is Accountable, Customer-focused and Efficient (our ACE values). Upon entering this job class, all AOPs must possess the following competencies to successfully perform the essential functions of the job and to uphold our County values:

• Skill to use computer operating system, word processing, and email software at a level necessary to create documents and send and respond to email messages
• Use alphabetic computer keyboard with skill and accuracy
• Use complete English sentences and paragraphs to correctly organize and convey information
• Correct use of English parts of speech, sentence structure, vocabulary, and word usage
• Skill to add, subtract, multiply, and divide whole numbers and decimals
• Skill to meet and interact with the public and co-workers courteously and professionally
• Skill to file information alphabetically, numerically, and chronologically
• Skill to write and print legibly, clearly, and uniformly to record information
• Skill to check and compare information on documents to detect inconsistencies, incompleteness, and errors in transferring information
• Skill to understand and follow confidentiality and privilege procedures
• Skill to work as a member of a work team demonstrating ability to accept and share responsibility
• Skill to define common problems and choose appropriate solutions
• Skill to develop sound professional relationships with public, internal customers, and co-workers
• Skills to avoid behaviors that lead to conflicts with others

Special Requirements for the Sheriff’s Office:

• Jail operations is 24/7 with a work schedule on rotating 12-hour shifts including nights, weekends, and holidays
• Requires wearing a uniform (depending on the assignment)
• Appointee must satisfactorily complete a one-year probationary period
• Appointee may be subject to a post-offer medical evaluation or examination

Special Requirements for the Probation Department:

• Juvenile Justice Center operations are 24/7 with a work schedule on rotating 8 hour shifts including nights, weekends, and holidays
• Requires wearing a uniform
• Appointee must satisfactorily complete a one-year probationary period
• Appointee will be subject to a post-offer medical evaluation or examination

Supplemental Information

SELECTION & EXAMINATION PROCESS

Please read the SELECTION PROCESS: Be sure to frequently check your email throughout this entire process, as this is the only way we will be notifying applicants regarding their status and to provide all of the important information throughout the recruitment process.

Applications will be reviewed and processed on a weekly basis until vacancies are filled. 

1. Review Supplemental Questionnaire: Supplemental questions will be used to verify applicant's willingness to perform the functions of the job.
2. Online Skill Assessments: Candidates will be notified by email with instructions to complete the online Office Professional assessment. The deadline to complete the assessment will be clearly stated in the invitation. Candidates must complete and pass the assessment to be placed on the employment list.
3. Personal History Questionnaire (PHQ):  Qualified candidates will be emailed a notice to complete a Personal History Questionnaire (PHQ). Candidates who successfully pass the PHQ will be invited to the next step in the recruitment process. Failure to submit a PHQ by the deadline or successfully pass the PHQ, will result in disqualification from continuance in the recruitment.

Candidates must receive a percentage score of at least 70 on the Office Professional assessment to be placed on an employment list. An adjustment may be made to raw scores based on factors listed in Civil Service Rule VI. Those candidates who are successful in the selection process will have their names placed on the employment list for a minimum of three months. At the time the employment list is established, all candidates will receive an email notice of their score on the exam(s), rank on the employment list, and exact duration of the employment list. Human Resources will notify you by email if your name is removed.

BACKGROUND DISQUALIFIERS:

• An admission of having committed any act amounting to a felony within five years in California, or in another state which would be classified as a felony in California
• An adult felony conviction in California, or with a conviction for an offense in another state which would be classified as a felony in California
• Currently on Probation or Parole
• Adult felony and/or misdemeanor conviction(s) may be disqualifying depending on type, number, severity, and how recent
• Conviction of/or sustained petitions for any sex crime
• Recent use and/or possession of illegal drugs; Failure to reveal prior use will be disqualifying
• Unfavorable work history
• Poor credit history
• History of committing domestic violence
• Dishonesty or failure to reveal pertinent information
• Recent use of marijuana may be disqualifying
• Illegal possession of marijuana

If candidates pass and are in the top group, they will be sent to the hiring department for consideration and potential selection interviews.  Those that are interviewed and are still being considered for a position will advance to the next step in the hiring process, which includes the following:

• Polygraph Examination: measures the accuracy of information disclosed on the PHQ and during the background investigation.
• Background Investigation: includes an interview and in-depth background investigation of arrest records, personal, military, credit, and employment history; inquiry of persons who know you and evaluate whether you respect the law and rights of others; are dependable and responsible; have demonstrated mature judgment in areas such as the use of drugs and intoxicants; are honest; and a safe driver.
• Live Scan: Electronic fingerprint scanning that is certified by the State Department of Justice.

NOTE: Veteran’s preference credit is applicable for this recruitment (5 points for veterans, 10 points for disabled veterans). To be eligible for this credit, you must be applying for this position within five years from your most recent date of: (1) honorable discharge from active military service; or, (2) discharge from a military or veterans’ hospital where treatment and confinement were for a disability incurred during active military service; or, (3) completion of education or training funded by a Federal Educational Assistance Act. No time limit exists for veterans with 30% or more disability. To receive veteran’s preference points, you must: (1) check the Veteran’s Preference Points box on the employment application form, (2) submit a copy of your Form DD214 to the Human Resources Department on or before the closing date, and (3) pass all phases of the examination process. The preference points will be added to your final test score.

REASONABLE ACCOMMODATIONS: The County of Santa Barbara is committed to providing reasonable accommodation to applicants. Qualified individuals with disabilities who need a reasonable accommodation during the application or selection process should contact the recruiter listed on the job posting. We require verification of needed accommodation from a professional source, such as a Medical Provider or a learning institution.

Recruiters will communicate with applicants by e-mail during each step in the recruitment process. Applicants are reminded to check spam filters continuously during the Recruitment & Selection Process steps listed above to ensure they do not miss required deadlines.
 
Disaster Service Workers: Pursuant to Governmental code section 3100, all employees with the County of Santa Barbara are declared to be disaster service workers subject to such disaster service. Activities as may be assigned to them by their superiors or by law.

COVID-19 Vaccination Verification and Testing: This position may be subject to State Health Officer Orders (SHOOs) or County policy regarding vaccine verification and/or testing. Please contact the hiring department for more information.

Chuck Callahan