Executive Assistant - Court Administrator's Office

Department : Court Administrator's Office

County or State Funded : County

Exempt or Non-exempt : Non-exempt

Paygrade : C-112

Salary : $30.07 per hour

Basic Function and Responsibility :

To provide a variety of responsible administrative services to the office of the court administrator, the judiciary, and other court staff.

Appointing Authority and Supervision Received :

The court administrator is the appointing authority and provides direct supervision.

Supervision Exercised :

This position is directly responsible for the supervision of the administrative assistant assigned to the unit.

Characteristic and Assigned Duties : ( The following duties are representative of the position and do not include all duties which may be performed.)

• Make hotel and airline reservations based on schedule requirements.
• Arrange for transportation if necessary.
• Register employees for seminars, education courses, etc. data enter travel and expense information into financial system database.
• Scan related documents, print reports and refer invoices for payment.
• Change or cancel reservations as necessary; advise employee of travel itinerary.
• Compile, log, track and prepare a variety of reports, lists, calendars, etc.
• Compose, type, edit, update memos, reports, forms, letters, articles, e-mails and other correspondence.
• Prepare and maintain all administrative orders for the presiding judge involving related actions such as judicial assignments, judges’ rotation and scheduling of weekend duty, committee assignments, etc. and maintain prepared orders.
• Set up meetings, take meeting minutes and post agendas.
• Send notices to local bar associations, and designated publications for certain judicial vacancies and accept applications.
• Answer telephone, screen and direct callers, provide information and take messages.
• Greet, screen and assist walk-in visitors; perform copy work.

• Assign and track employee parking assignments in multiple lots.
• Rotate staff assignments in and out of lots; activate and deactivate parking lot card access.
• Collect and handout cards.
• Process invoices for payment.
• Data enter information into database for report generation.
• Performs other duties as required.

Knowledge, Skills, and Abilities : (This job description does not include specific physical requirements necessary to perform the job, such as, carrying, standing and lifting. Such requirements vary from position to position and may be determined by the appointing authority.)

• Thorough knowledge of business English, spelling and punctuation.
• Thorough knowledge of secretarial practices and procedures.
• Team oriented, possesses a positive attitude and works well with others.
• Ability to recognize, investigate, and analyze a variety of administrative problems and to devise effective solutions.
• Knowledge of arithmetic and basic financial record keeping.
• Considerable knowledge of word processing, spreadsheets, and personal computers.
• 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 compose correspondence.
• 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.
• Proficient Excel, Word and PowerPoint skills.
• Skill in typing 60 WPM.

Minimum Qualifications: (Equivalent combination of relevant education and experience may be substituted on a year-for-year basis, provided a high school diploma or GED has been obtained.)

High school diploma or equivalent; some college level or business school classes plus five years of related secretarial/administrative experience. Work experience making and coordinating travel arrangements helpful. Prior work experience within this court helpful.

Necessary Special Requirement :

All candidates selected for employment will be subject to background screenings as part of the hiring process. Certain positions may also require additional checks, including but not limited to education verification, child abuse and neglect clearances, drug screenings, and physical assessments, as applicable to the responsibilities of the role.

Equal Opportunity Employer