Administrative Assistant- State's Attorney's Office

Posting number: 26-00519

Department: State's Attorney's Office

Job classification: Administrative Assistant- State's Attorney's Office

Posting type: Open

Categories: Administrative Assistant

Summary

Provides administrative support to the State's Attorney. Work involves performing a variety of complex secretarial and admin tasks, including compiling and organizing information for reports and long memorandums, maintaining confidential files; disseminating information concerning administrative policies; researching data for presentations by the State's Attorney, daily attendance, payroll assistance, accounts payable. Work is performed under minimal supervision and direction. This is a State Authorized Exempt position and is ineligible for membership in a collective bargaining unit.  

CLASS DESCRIPTION: 

Performs senior technical level administrative support work, which may include supervisory responsibility, under general supervision for an administrative or technical superior. Work typically involves administrative, technical and para-legal work providing staff assistance to various Boards; or administrative secretarial work or constituent services work assisting the County Executive, the State's Attorney, the Chief Judge of the Fifth Judicial Circuit, Chief of Staff, or the Chief Administrative Officer.  Assumes responsibility for clerical procedures and office operations; maintains executive calendar and appointments. May supervise a support staff. Work at this level may include independent responsibility for a difficult and complex administrative or clerical process not requiring the attention of a professional or technical expert.

Examples of duties

Include the following. Other related duties may be assigned.  

• Processes recurring and monthly payments for direct payment in SAP or PDQ. 
• Completes monthly reports. 
• Orders supplies for the office and keeps the supply room in working order.
• Supports Grant reporting in SAP.     
• Maintains State's Attorney's Office training records for prosecutors and coordinates the registration of attendees.  
• Reads and routes incoming mail addressed to State's Attorney. 
• Serves as back-up to Legal Secretary in the distribution of mail office-wide, as required.  
• Answers and screens telephone calls and visitors using tact and judgment in making referral to appropriate source of information
• Maintains liaison with county employees, other county agencies and departments, and the public at all levels
•  Answers inquiries, including complaints, over the telephone and in person concerning specialized functions of the State's Attorney's Office.  
• Schedules meetings and maintains calendar for the State's Attorney.  
• Acts as a recording secretary for meetings conducted by the State's Attorney, as requested.  
• Establishes and maintains complex filing systems for documents, correspondence, reports or other material.  
• Serves as backup to the Office Manager in reviewing employee timesheets for completeness
• Completes total time worked by employees, post time worked to master timesheet, and routes timesheet to Payroll Division, as required.  
• Assists Office Manager with secretarial support, when necessary. Hold all information to high level of confidentiality. 
• Creates special investigation subpoenas.
• Back-up for the Grand Jury Coordinator functions.  
• Provides back-up secretarial duties to Deputy State's Attorneys.  
• May plan, assign and review the work of other administrative support employees.  

SUPERVISORY RESPONSIBILITIES
This job has no supervisory responsibilities.

Qualifications

Associate's degree and four years relevant experience, or equivalent combination of education and experience.