The Administrative and Fiscal Division is comprised of the Accounting and Finance, Budget, Clerical Support and Scheduling, Facilities Support, Safety and Risk Management, and Purchasing and Contracts. The division provides administrative and fiscal support services to the entire department. The division is comprised of approximately 285 professional staff who are located at the department’s 12 locations and 4 court offices.
Background Investigations
As a part of the Professional Standards Division, Background Investigations (BI) conducts thorough sworn, professional, volunteer, contract and vendor background investigations for the department as well as select County agencies. Their primary function is to conduct comprehensive background checks on individuals applying for employment or other roles; investigating factors like employment history, criminal records, driving records, and financial history to determine their suitability and integrity for the position. The primary goal of the BI team is to ensure that candidates for positions within the Probation Department meet the required standards of ethical behavior and good moral character.
Internal Affairs
As a part of the Professional Standards Division, Internal Affairs (IA) primary function is to investigate allegations of employee misconduct. They are responsible for conducting thorough, objective investigations into violations of law, policy, or procedures by employees, including complaints against personnel. The aim is to maintain the integrity and professionalism of the department and ensure public trust.
Custodian of Records
As a part of the Professional Standards Division, the Custodian of Records (COR) is the department’s internal consultant on case confidentiality and the release of records. The primary function of the COR is to manage and release information and records held by the department, including responding to subpoenas and requests from other agencies. The COR provides technical expertise and support to Probation management to ensure adherence to legal mandates and regulations.
Accounting and Finance
The Accounting team manages Client Accounting as well as the General Accounting functions for the Department. Client Accounting requires interaction with the Court, Collection Officers, and other County departments in the establishment of receivable accounts for adults and youth involved in the justice system. General Accounting functions include Accounts Payable, Payroll, Petty Cash, Cashiering, Mileage and Travel Reimbursement, and other general accounting functions. The Financial Collections team conducts investigations for victim’s restitution, performs enforcement activities, and collects financial obligations for court-ordered fines, fees, and victim restitution. Funds collected are then disbursed to the State of California, various County’s departments, local agencies and to victims of crime.
Budget
Budget oversees the Department’s annual budget by creating, forecasting, and reviewing the financial operations of projected/actual expenses and revenues over the course of the fiscal year. It manages various funding streams such as Federal and State funding, along with Grants and Donations awarded to the Department. Budget is responsible for ensuring that funds are spent responsibly and according to their intended purpose while remaining within county, state, and federal guidelines. Budget also prepares and manages the Five-Year Strategic Financial Plan for the department.
Clerical Support and Scheduling
Clerical Support provides essential clerical and administrative support across 17 Probation sites throughout the County. Supportive functions include but are not limited to conducting teletype record check requests, managing mailrooms, staffing reception areas, delivering documents, and maintaining records. The team's contributions are critical to keeping daily operations running smoothly and ensuring the department’s services are delivered effectively throughout the County. Scheduling plays a critical role in ensuring the safe and efficient operation of Juvenile Hall, Youth Leadership Academy, and Youth Guidance Center by creating, maintaining, and monitoring work schedules for Deputy Probation Correctional Officers to ensure adequate coverage across all three juvenile correctional facilities.
Facilities Services
Facilities Services provides responsive support to ensure safe, functional, and efficient facilities across all Probation locations. It manages a wide range of responsibilities, including maintenance, building repairs, tenant improvements, relocations, space planning, OCIT Physical Security collaboration, and capital improvement projects. Facilities Services also oversees maintenance service contracts, coordinates with vendors, and conducts inspections to ensure compliance. With these efforts, it ensures uninterrupted operations that support the Department’s mission and community services.
Purchasing and Contracts
Purchasing and Contracts is responsible for facilitating the purchase and contracting of goods and services that support the departments operations. It oversees the establishment of new contracts, the administration of Memorandums of Understanding and Interdepartmental Agreements, and the management of both formal and informal solicitations. Purchasing and Contracts is also responsible for capital and controlled assets, the Department’s fleet operations, Public Records Act requests, and the Department’s Agenda Staff Report process. Through these functions, the Purchasing and Contracts secures the resources the department needs in a transparent, effective, and compliant manner.
Safety and Risk Management
Safety and Risk Management protects the department and its workforce by coordinating safety initiatives to promote a safe and healthful workplace and ensures regulatory compliance.
OCIT
The Orange County Probation Department’s embedded OCIT team provides secure, reliable, and innovative technology services that strengthen public safety and operational efficiency. We create and manage critical applications, case management systems, and digital platforms that support probation staff and community partners. Our initiatives focus on upgrading core systems, enhancing data-driven decision making, and safeguarding technology through robust cybersecurity. We also invest in new developments such as cloud platforms, mobile tools, and interactive data dashboards that improve services and accessibility. Working in partnership with law enforcement agencies, the court system, and related county departments, IT drives innovation, compliance, and efficiency in support of our mission to serve the community.
Human Resources
The Probation Human Resource Services (HRS) Satellite team provides recruitment, employee records, integrated absence and disability management, and employee relations support to the department. HRS assists hiring managers in running recruitments, conducting selection interviews and hiring the candidates of best fit for the department. They conduct the onboarding process, administer the performance evaluation process, and assist employees when they need to take a leave of absence or need accommodations to perform their job duties. HRS also provides guidance and consultation to managers and supervisors when performance or conduct concerns arise with their staff.
