Job Series: Probation
FLSA status: Exempt*
OCC Group: Professional Services
Job code: R58100
Approved Date: Original signature of State Court Administrator approval available in the Human Resources Division, signed 04/26/2011.
GENERAL STATEMENT OF DUTIES
Provides supervision to a probation unit which includes establishing operating procedures and assisting in administering a probation program.
The Probation Supervisor position is distinguished from line officer classifications due to formalized supervisory responsibilities.
This position may act as the Chief Probation Officer in the Chief Probation Officers absence.
On average a district must have a supervisor to staff ratio of 8:1 in order to convert a Probation Officer to a supervisor. The staff included in that 8:1 ratio is only probation FTE employees and does not include grant funding. After the conversion, the staff to supervisor ratio can not fall below 8:1 unless the district does not have a supervisor prior to the conversion or only has one supervisor. In districts which do not have a supervisor or have only one supervisor prior to conversion, the supervisor to staff ratio shall not fall below 6:1.
*A Probation Supervisor will spend approximately 80% or more working time on department administration. "Exempt" status in this position is sustained if 80% or more work time is spent on non line work activities.
ESSENTIAL FUNCTIONS OF THE POSITION
Monitors caseload progress and performs case audits or reviews of subordinate caseloads.
Acts as a resource for line staff and guides subordinates in troubleshooting the most difficult problems.
Assists in the development and implementation of policies and procedures for the Probation Department.
Reviews and approves timesheets, ensuring compliance with the fair labor standards act.
Coordinates the activities of the department and maintains effective working relationships with the State Court Administrator's Office, other units, law enforcement agencies, public and private social service agencies, and community resources.
Establishes expectations and provides employee performance feedback on an on-going and annual basis. Assists subordinates in establishing performance and professional goals. Evaluates subordinates' goal achievement through conferences, informal meetings, and annual performance appraisal.
Provides orientation and on-going training, mentoring, leadership and coaching.
Assigns duties and responsibilities.
Some positions may participate in the recruitment, selection, motivation or discipline of employees.
Some positions may review, approve, and make recommendations on subordinates' work.
Attends meetings and training as required.
Performs other duties as assigned.
Has supervisory accountability for other employees. Plans, directs and coordinates activities for a unit or units. Duties may include scheduling and assigning of work, training in all facets of work, quality control, and decisions impacting the pay, status and tenure of others.
GUIDANCE AND DECISION MAKING
Responsibility for tactical decisions and final results, aimed at meeting the strategic objectives which are established at a higher level of the organization. Decisions frequently impact an entire organizational unit or major activity. Position often encounters unique situations that produce job and organizational uncertainties. Decisions are made in establishing processes to be performed, and planning/allocating human and budgetary resources.
Job requires persuading others to take action, arbitrating issues, resolving differences, and negotiating resolution of issues. Contacts generally require closure of issues, are generally complex in nature, and require clear understanding and articulation of facts, alternatives, and implications.
Contact involves occasional exposure to physical injury, illness or hazards as a continuous part of the position. May occasionally have exposure to unsafe working conditions, people, or elements, and may have to take precautions when performing tasks.
To perform this job successfully, an individual must be able to perform each of the above essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
MINIMUM EDUCATION and EXPERIENCE REQUIREMENTS
Bachelor’s degree (B. A. or B.S.) from four-year college or university with major course work preferably in Criminal Justice, Sociology, Psychology, Social Work or related field and three years of criminal justice experience. In addition to the experience and education, the applicant must have successfully completed one of the following:
- The Probation "Super Series" Training (18 hours of short courses plus the Orientation to Supervision/Management Course offered by the Division of Probation Services. A copy of the certificate of completion from the Orientation and a list of completed short courses is required to be submitted with the application.) or
- The Colorado Judicial Department Management track* (copies of completed and signed POCTP track is required to be submitted with the application), or
- The Colorado Judicial Department Leadership Institute level 1 and 2 prior to July 1, 2004 or completion of JEDI (copies of transcripts are required to be submitted with the application), or
- The State Supervisory Certificate Program prior to December 31st, 2005 (copy of certificate is required to be submitted with the application), or
- Supervised five or more paid employees in a criminal justice environment for one year in addition to the three years of criminal justice experience and bachelors degree as described above. Supervision of staff must have included completing performance appraisals, and reviewing and approving timesheets and leave.
Upon hire and as a condition of continued employment, the employee must:
- Complete the Basic Safety course as per state policy.
- Individuals assigned field supervision responsibilities must successfully complete the Officer Field Safety course as per state policy.
- Complete Mandatory New Employee Training required by the Colorado Judicial Branch.
- Complete all other trainings as required by Colorado Probation policies and standards.
* The "Management Track" of the Colorado Judicial Branch Probation Officer Career Track Program is defined as successful completion of the following:
- For probation employees hired before October 1, 1997: This track requires the completion of two apprenticeship track specialty areas after October 1, 1997, one of which must be in management unless completed previously.
- For probation employees hired after October 1, 1997: This track consists of the completion of any four tracks, and requires the completion of two additional apprenticeship track specialty areas, one of which must be in management, unless previously completed;
While performing the duties of this job, the employee is regularly required to talk or hear. The employee frequently is required to use hands and fingers and reach with hands and arms. The employee is occasionally required to stand and reach with hands and arms. The employee must occasionally lift and/or move up to 10 pounds. Individuals assigned field supervision responsibilities will be required to successfully complete the Defensive Tactics course as per state policy, and be able to engage in defensive skills maneuvers. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, and ability to adjust focus.
The noise level in the work environment is usually quiet. This position is subject to varying and unpredictable situations; may handle emergency or crisis situations; is subject to many interruptions; may handle multiple calls and inquiries simultaneously; and may occasionally handle absentee replacement on short notice.