Job Details for Probation Support Supervisor

The Probation Support Supervisor performs professional and managerial work related to supervision and oversight, operations management, case management, operations support, and administrative support to probation officers and upper management. The incumbent primarily directs and supervises support staff and ensures compliance with the appropriate policies and procedures. This includes supporting and assisting with training of new staff and other administrative duties as assigned.

The incumbent performs the following duties for the U.S. Probation Office. Representative duties include, but are not limited to, the following:

• Serve as a direct supervisor for probation support staff. Manage, develop, and mentor support staff involved in operations, including establishing standards, assigned and reviewing work, evaluating performance, and handling disciplinary actions. Advises upper management as to the status of training process for new staff.
• Oversee the operations of support staff. Establish work procedures, conduct staff meetings, provide information and delegate work fairly and consistently. Oversee work product and processes, provide guidance, and provide additional support as needed.
• Manage support operations through coordinating and communicating office procedures with support staff. Reallocate duties depending on workload fluctuations. Establish employee performance standards that support the mission of the district. Problem solve work related problems.
• Monitor and manage criminal history programs/applications as required. Comply with policies and procedures as it applies to other law enforcement applications. Use reports to track and manage appropriate applications.
• Develop and implement operational policies and procedures. Assists in drafting and preparing policies and procedures as necessary directed by upper management.
• Assist, communicate and respond to requests from upper management with regard to district operations and special projects as assigned.
• Ensure and track employees are receiving and up to date with other training requirements. Ensure supervisory or back up coverage through effective communication.
• Research, analyze, and prepare data and reports as needed. Comply with the Guide to Judiciary Policy, applicable Administrative Office policies and procedures, and internal controls guidelines. Abide by the Code of Conduct for Judicial Employees. Demonstrate sound ethics and good judgement at all times. Display and maintain handling of confidential information.
• Assists probation officers in compiling and verifying criminal histories/profiles. Runs, reads, and interprets record checks through local and national databases and files which may include requesting additional reports as needed. Conducts inquiries with collateral agencies, collection verifiable and supportable documentation, and performing similar activities. Enters data and information into the office’s computerized database system (PACTS)
• Prepares and processes forms and documents, ensuring consistency and accuracy among court-supplied documents, officer reports, and related paperwork. Contacts various local, state, and national law enforcement and regulatory agencies to collect and record information to assist with investigations. Obtains related records regarding persons on supervision following established practices and protocols. Prepares and updates case files and reports for investigations and for supervision, at the direction of an officer and in accordance with established policies and procedures.
• Composes routine correspondence for officers. Monitors and processes monthly supervision reports, provides a list of delinquent reports to officers, and sends letters to persons on supervision concerning delinquent reports. Verifies financial status/balances and notifies officers. Receives and transfers case files from other districts. Makes chronological entries in case files, based on direct communication with other districts or from information provided by the officer.
• Interact effectively with public and staff, providing good customer service and resolving difficulties efficiently while complying with regulations, rules, and procedures.
• Display performance management skills through assessing and documenting employee’s performance.
• Facilitate, mediate, and effectively communicate sensitive matters with upper management, while maintaining confidentiality. Use mediation and problem solving skills when managing conflicts in the workplace.
• Effectively manage and track support staff’s schedules and timesheets.
• Other duties as assigned.