Administrative Assistant - Court Business Services

Department: Court Business Services
County or State Funded: County
Exempt or Non-Exempt: Non-Exempt
Pay Grade: Grade-108
Salary: $19.22 -$24.02 hourly

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 Qualifications:

High school diploma or equivalent plus two years of administrative or general clerical experience.

Equal Opportunity Employer