Office Support II 37.5 FT

JOB SUMMARY

• This is a clerical and typing position, performing administrative clerical and typing tasks in support of Court operations. 

• Work may include a variety of activities, including establishing and maintaining files and other record keeping systems, completing forms, applications and similar documents, and processing technical and administrative matters through the office or organization, but the emphasis is on copy typing of narrative and other materials from rough drafts, recorded dictation, or other sources. 

• Assignments may include individual responsibility for particular phases of such processes with little or no direct review.      

REPORTING RELATIONSHIPS

• This position reports to the Office Manager

ESSENTIAL JOB FUNCTIONS

• 50% Types various materials produced within the office, including narrative briefs, depositions, adjudications, agreements, memoranda, opinions, orders, and general correspondence; reads rough copy for legibility and understanding of format requirements; questions originator about unclear words or lack of understanding; checks basic spelling and grammar; verifies originator’s intent in instances of ambiguous or inconsistent content or language; proofreads typed material; makes corrections and/or notes same depending on need for further revision on part of originator; drafts and types form letters, memoranda and similar items for higher level clerical, technical, administrative and professional staff; operates word processing equipment or electronic typewriters with memory and other word processing capabilities, enters data into JCMS and/or CPCMS systems or other computer generated reports. 

• 30% Receives and reviews incoming materials, applications, forms and similar submissions for completeness; determines accuracy, timeliness and other requirements for action; completes forms, applications and similar documents from information provided by higher level co-workers, visitors, clients, callers and others; insures completeness of such information and presence of required supporting documents; identifies appropriate response, action or referral; makes notes of need for additional information, verification or other references; compares documents against established requirements; approves and/or recommends approval for action or subsequent processing; keeps records of activities on regular basis; assembles regular reports of such activities.

• 10% Greets visitors to the office and/or answers telephone calls; determines nature of business; provides information about organization, procedural requirements in assigned area, other sources of assistance and similar matters; refers caller to individual and/or office, both within and outside of assigned organization, best able to provide additional assistance; directs visitors to individual or office needed or sought; personally secures answers to factual questions and provides information and/or explanation.

• 10% Receives incoming mail; distributes to addressee or individual staff member for further review and/or action; may determine need for supplies and/or similar administrative requirements; completes administrative forms for submission to central offices; makes copies of documents for records keeping, distribution or other purposes; may operate other standard office equipment; hand carries mail and other material to other offices; files material; retrieves files as requested; posts information form source documents to ledgers, logs, dockets and similar records keeping systems.

• Performs related work as required.     

OTHER SPECIFIC TASKS OR DUTIES

• Perform other duties as assigned.

MINIMUM QUALIFICATIONS

• Education equivalent to completion of high school, including course work in standard business practices and typing.

• Or any combination of acceptable education and experience which has provided the knowledges, skills and abilities cited above.

KNOWLEDGE, SKILLS AND ABILITIES

• Knowledge of clerical practices and procedures governing filing, receptionist and similar office procedures commonly employed in administrative, professional and/or judicial offices.

• Knowledge of English usage, grammar, spelling and punctuation as used in judicial office.

• Basic knowledge of formats, language, terminology, source documents, and similar requirements used in producing typed copy in the assigned office or organization.

• Basic knowledge of procedural and processing requirements governing work operations in the assigned office or organization.

• Skill in operating typewriter in order to produce draft and final copy.

• Ability to learn the uses and operations of Word and/or other computer applications to produce draft and final copy.

• Ability to establish and maintain effective working relationships with associates, callers, visitors, clients and representatives of other offices.

• Ability to organize workload, establish priorities and complete clerical processing requirements.

REQUIRED LICENSES/CERTIFICATIONS/CLEARANCES

• N/A

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

• While performing the duties of this position, the employee is regularly required to sit sometimes for a long period of time and use hands to finger, handle, or feel objects, and type. The employee frequently is required to reach with hands and arms and talk or hear. The employee is frequently required to walk.

• The employee must regularly lift and/or move judicial files weighing up to 10 pounds.  Occasionally there may be some lifting involving boxes with case files.

• Specific vision abilities required by this position include close vision, the ability to adjust focus and the ability to read a laptop or PC screen.

• Work is primarily sedentary in nature, no special demands are required.

• This position has been identified as having the potential for exposure to Hepatitis B.  Access to training and a voluntary vaccination against Hepatitis B is provided.