Executive Assistant/Administrative Assistant

The Position:

Under general supervision of the Presiding Judge and CEO performs a wide variety of detailed, technical and confidential clerical, administrative and judicial support duties and performs related duties as assigned.

Representative Duties:

(For illustrative purposes only – does not include all the duties that may be performed)

• Provides support to Bench Officers as requested.
• Prepare letters, memorandum, and other documents.
• Answer phones.
• Open and distribute mail.
• Send and receive emails.
• Keep file records of correspondence and court documents, including digital and physical files.
• Schedule Protective Custody Warrant appointments.
• Monitor annual preparation and submission of financial reporting forms.
• Print and submit Bench Officer’s submitted matters for review and signature.
• Prepare, circulate, and submit monthly Pay Affidavits.
• Collect bi-weekly time sheets of management staff.
• Make travel arrangements for Court Staff, including registering Bench Officers and CEOs for conferences and trainings.
• Arrange for Assigned Judges to cover courtrooms.
• Assist Assigned Judges through the course of their assignment at the Court.
• Prepare and submit pay claims.
• Keep and maintain the Bench Tracker; and update eCourt.
• Update Bench Officer’s calendar board.
• Update the Judge’s On-Call Schedule.
• Update the Courts Phone Roster and Organizational Chart.
• Update legal publications.
• Grand Jury Duties- Partner with CEO to plan Grand Jury training and functions, summon prospective Grand Jurors, set up interviews, and send letters to chosen jurors.
• Maintain supplies for Bench Officers and CEO.
• Maintain Court vehicles, including preparation for travel and maintenance.
• Track case progress for Bench Officer’s review
• Assist Program Managers with support tasks for Court programs by shopping and preparing for Court program events.
• Assist the Operations Manager in creating and tracking statistics.
• Other duties as assigned.

Judgment and Responsibility:

The incumbent receives general instructions with limited to moderate supervision. Incumbent works from objectives set by their supervisor and independently organizes and carries out most assignments in accordance with standard practices, instructions, or previous training. The Incumbent may independently handle some non-routine situations.

MINIMUM QUALIFICATIONS:

Education/Experience:

High School Diploma

Preferred Education: Associate’s degree in business administration or an equivalent major.

Experience: 6 years of office experience, 2 or more years working with Executives, Judicial Officers or Attorneys.

Demonstrated Knowledge of:

· Office and administrative practices and procedures

· Modern office methods, practices and procedures and equipment, including computers, phone systems, copies, scanners, and facsimile machines.

· Records management practices and procedures.

· Utilize Microsoft Office Suite, learn new software programs, and manage electronic devices.

· Provide excellent internal and external customer service.

· Effectively communicate with a diverse group of employees and Court customers.

· Establish and maintain effective working relationships with those contacted in the course of the work.

· Use initiative and judgment within established procedural guidelines.

· Organize and prioritize own work to meet deadlines.

· Work closely with the CEO and Judicial Officers

· Maintain professionalism in all dealings with internal and external customers.

· Maintain confidentiality in the course of work.

· Be able to provide transportation if needed in the course of work.

· Pass a pre-employment fingerprint and professional background check.

Physical Requirements:

The physical demands described here are representative of those that must be met by an incumbent to successfully perform the essential functions of this job. In compliance with state and federal law, the court will engage in the interactive process to provide a reasonable accommodation for any qualified incumbent or applicant with a disability.

While performing the duties of this job, the incumbent is constantly required to sit, stand, walk, and use hands and fingers to handle or feel objects, tools, and controls. The incumbent is frequently required to talk, hear, reach, bend, stoop, kneel, and crouch, and may occasionally work in confined or restricted work site areas, climb ladders, balance, and operate…