Administrative Assistant - Court Business Services

Department: Court Business Services

County or State Funded: County

Exempt or Non-Exempt: Non-Exempt

Paygrade: C-108

Salary Pay Rate: $19.80 - $24.74

Basic Function and Responsibility: To provide administrative assistance for the Chief Financial Officer and directors, administrator, and/or the department to which the employee is assigned.

Appointing Authority and Supervision Received: The court administrator is the appointing authority.  The administrative assistant receives direct supervision by the chief financial officer.

Supervision Exercised: None.

Characteristic and Assigned Duties: (The following duties are representative of the position and do not include all duties which may be performed.)

• Arrange and coordinate travel accommodations, meeting registrations, and transportation for employees.
• Book airline tickets, hotel accommodations, and other travel-related reservations based on schedules.
• Register employees for conferences, training, and continuing education courses.
• Modify or cancel reservations as needed and communicate updated itineraries.
• Input travel and expense data into the financial system; scan supporting documentation and refer invoices for payment.
• Coordinate timely renewal and payment of legal bar dues.
• Track and maintain records of bar dues paid; ensure payments are processed using the court's financial system.
• Serve as backup to the Requisition Coordinator; support staff in submitting requisitions and selecting appropriate account codes.
• Prepare and submit requisitions through the designated financial systems.
• Assist in maintaining departmental records such as billings, deposits, time sheets, and work orders.
• Prepare and maintain various financial and administrative reports.
• Draft, edit, format, and distribute correspondence, reports, memos, forms, and other documents.
• Transcribe meeting minutes and correspondence as needed.
• Disseminate informational messages within the department or to all court employees.
• Process and manage data using computer systems to generate reports, letters, and forms.
• Perform general administrative tasks including photocopying, scanning, and document distribution.
• Answer phones, provide information, and route inquiries to the appropriate department or staff member.
• Assist the public, court staff, attorneys, and members of the judiciary with information and administrative needs.
• Maintain organized filing systems for departmental correspondence and documentation.
• Sort, distribute, and manage incoming and outgoing mail and internal communications.
• Performs other duties as required.

Knowledge, Skills, and Abilities: (This job description does not include specific physical requirements necessary to perform the job, such as, carrying, standing and lifting. Such requirements vary from position to position and may be determined by the appointing authority.)

• Considerable knowledge of administrative practices.
• Considerable knowledge of business English, spelling, punctuation and arithmetic.
• Considerable knowledge of court procedures and policies, legal documents, laws and legal factors pertaining to the court.
• Considerable knowledge of organization operations, functions and scope of authority of the court or activity to which assigned.
• Ability to understand and follow oral and written instructions.
• Ability to make moderately complex decisions in accordance with laws, regulations and departmental policies and procedures.
• Ability to maintain administrative, fiscal and general records and to prepare reports and answer questions from records.
• Ability to compose correspondence and to perform office management details.
• Ability to establish and maintain effective working relationships with others.
• Skill in the operation of standard office equipment.
• Skill in using Microsoft Office products.

Minimum Qualifications: (Equivalent combination of relevant education and experience may be substituted on a year-for-year basis, provided a high school diploma or GED has been obtained.)

• High school diploma or equivalent plus two years of administrative or general clerical experience.

Equal Opportunity Employer