Administrative Assistant - Civil Process

Administrative Assistant

To provide a variety of administrative services for a director, administrator, judicial officer, and / or the department to which the employee is assigned.

The deputy court administrator of circuit court and jury supervisor is the appointing authority. The administrative assistant receives direct supervision by the director of the department.

None.

The following duties are representative of the position and do not include all duties which may be performed :

• Provide customer service and perform related administrative clerical duties.
• Answer telephone, screen and direct callers, provide information, and take messages.
• Greet, screen, and assist walk-in visitors.
• Answer various inquiries personally.
• Attends training and staff meetings as required.
• Maintains supervisor's and / or department's calendar, scheduling appointments, and meetings, and making all necessary arrangements.
• Perform duties specific to the operations of civil process and delinquent land tax, such as invoice processing, coordination of work activities, coordination of award and recognition programs and events, and preparation of budgetary materials.
• Maintain and order office supplies.
• May call-in repairs on office equipment, heating / cooling, leaks, restroom supplies, etc.
• Set-up and coordinate department meetings / events, including reserving rooms / equipment, making copies, and / or ordering lunch / snacks / beverages.
• Maintain files for a variety of memos, reports, forms, letters, and other correspondence for supervisor.
• May take minutes at meetings.
• Send out informative messages for department / unit or all employees.
• Enter and update data in the computer, to include Excel spreadsheets.
• Generate various lists, letters and / or reports from the computer.
• Generate various records of department activities, which includes requisitions through Workday, deposits, work orders, office repairs, receipting checks.
• Maintain timekeeping for all department members as the primary timekeeper for the department.
• Prepare and maintain a variety of reports, including routine financial and departmental reports.
• Maintain filing system; sort and distribute various materials.
• Maintain filing system for the department, including correspondence and other filing.
• Sort and distribute incoming mail.
• Copy and distribute documents, memos, reports, letters, and other correspondence.
• Perform other duties as required.

Knowledge of business English, spelling and punctuation.

Considerable knowledge of administrative assistant practices and procedures.

Ability to recognize, investigate, and analyze a variety of administrative problems and to devise effective solutions.

Knowledge of arithmetic and basic financial record keeping.

Knowledge of word processing, spreadsheets, and personal computers.

Ability to create, update, and maintain Excel spreadsheets.

Ability to organize a variety of demands on time.

Ability to work independently with minimal supervision.

Ability to work effectively in a fast-paced environment and to deal efficiently with interruptions while accurately completing detailed work within tight deadlines.

Ability to compile and maintain accurate records.

Ability to communicate effectively with others, both orally and in writing.

Ability to follow both oral and written instructions.

Ability to work with confidential information.

Ability to maintain administrative and general records and to prepare complete and logical reports from those records.

Ability to work and relate in a positive fashion toward individuals from diverse backgrounds and maintain effective working relationships.

Skilled in the operation of standard computer software and office machines including computers, typewriters and Dictaphones; excellent telephone skills.

Skill in typing 60 WPM.

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