Administrative Assistant - Court Business Services

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:  

·    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.
·    Proven computer proficiency with MS Word, Excel and other standard office software. 
·    Skill in the operation of standard office equipment.

MINIMUM EDUCATION AND EXPERIENCE:
High school diploma or equivalent plus two years of administrative or general clerical experience.

EQUAL OPPORTUNITY EMPLOYER