Executive Secretary, Court Administration Assistant

Location:

1 Hamilton County Square - Noblesville, Indiana, 46060

Hamilton County is one of Indiana’s fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010.  Hamilton County is continually recognized in rankings ranging from “Best Cities to Relocate To” and “Best City to Raise a Family” to “Healthiest County in Indiana” and “Happiest Suburbs in the Nation”.  Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

POSITION: Executive Secretary/Court Administrator Assistant

DEPARTMENT: Court Administration

WORK SCHEDULE: 8:00 a.m. - 4:30 p.m., M-F

STATUS:  Full-time

FLSA STATUS:  Non-exempt

To perform this position successfully, an individual must be able to perform each essential function of the position satisfactorily.  The requirements listed in this document are representative of the knowledge, skill, and/or ability required.  Hamilton County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodations would present an undue hardship.

Incumbent serves as Executive Secretary/Court Administrator Assistant for Court Administration, responsible for providing assistance to department personnel, and assisting the public.  Oversees all courtroom equipment and technical needs of Circuit and Superior courts and reports this information to the Court Administrator.  Ensures department is staffed during emergencies and vacations.  Represents courts and department in Administrator of Courts absence.  Incumbent supervises staff in accounting functions, customer service procedures, payroll processes including vacation and department overtime.

DUTIES:

Maintains all Courts’ including IV-D Court’s personnel records, including reviewing online timesheets, calculating hours, entering leave, hours worked, and monitoring accrued benefit hours on computer, printing reports and payroll summary, and forwarding to Auditor.

Developed and maintains report for monitoring all courts’ work schedules, overtime, sick and vacation time and makes suggestions to Court Administrator for minimizing overtime and part-time costs.  Assists with creating and updating job descriptions for court personnel and prepares job classification forms for submission to Personnel Committee.

Assists Court Administrator with annual department budget planning and preparation,  including projecting costs, and preparing forms for presentation to County Council.

Assists Court Administrator in determining needs for court technology and office operations, and coordinating projects between the courts, IT department, and suppliers.

Review citizens’ problems/complaints as referred by other departments prior to presenting to Court Administrator for resolution.

Prepares annual budget for IVD reimbursement and submits to Family and Social Services Administration. 

Assists Youth Assistance Program (YAP) Director with preparation of annual budget for six Hamilton County school systems.  Maintains YAP timesheets, calculating hours, entering leave hours worked and accrued benefit hours into payroll system.  Prints reports and payroll summary and forwards to Auditor’s department.  Monitors and records YAP expenses and maintains monthly expenditures for each school system.

Monitors and records all Veterans’ Court expenses and prepares reports for Veterans’ Court Management and Coordinator.

Monitors and records Guardian Ad Litem (GAL) Program expenses and prepares reports for GAL Director.

Serves as liaison between various court agencies and Auditor’s office.

Organizes and maintains expenses and monitors available cash balances for any court grants received processing grant claims and scans into grant software program.  Prepares quarterly and annual reports due to state agencies for various grant funds.

Answers and screens telephone calls and greets office visitors, explaining policies and procedures, providing information, assisting with forms, and directing to appropriate courtroom, individual or department.

Performs various clerical functions as assigned or as needed, including sorting/distributing mail,  locating legal statutes, scheduling/reserving ancillary equipment for trials, scheduling/reserving rooms for other departments, arranging interpreters, transcribing orders, correspondence, memorandums and