Administrative Assistant - Municipal Court

Position Summary: 
Under the direction of the Municipal Court Administrator, the Municipal Court Administrative Assistant
plays a vital role in delivering high-level, exceptional administrative and clerical support to the Municipal
Court Administrator. This position performs a variety of tasks including managing correspondence,
scheduling meetings, maintaining records, preparing reports, and assisting with public inquiries. The
Administrative Assistant serves as a key point of contact between municipal staff, elected officials, and
the public, requiring strong communication, organizational, and customer service skills. This role
demands discretion, attention to detail, and the ability to work independently in a fast-paced
governmental environment. The role involves a variety of tasks including:
Essential Duties and Responsibilities: 

• Perform general clerical duties including data entry, filing, photocopying, and scanning.
• Draft, proofread, and distribute correspondence, memos, agendas, and reports.
• Maintain accurate and up-to-date records, documents, and filing systems.
• Schedule and coordinate meetings, appointments, and events for department staff.
• Prepare meeting materials and take and distribute meeting minutes as needed.
• Serve as a primary point of contact for the public, answering phones, emails, and in-person inquiries.
• Provide accurate information or direct inquiries to appropriate personnel or departments.
• Process invoices, purchase orders, and track department expenditures.
• Assist with budget preparation and financial reporting.
• Maintain and organize official municipal records in compliance with retention policies.
• Assist with records retrieval and archival processes.
• Communicate effectively with internal staff, elected officials, and external agencies.
• Coordinate the flow of information between departments and ensure timely follow-up on action items.
• Utilize various office software and municipal systems for word processing, spreadsheets, databases, and scheduling.
• Maintain office equipment and request maintenance or supplies as needed.
• Provide support on special projects, programs, or community initiatives as directed.
• Assist in compiling data and preparing reports for municipal presentations or public use.
• Handle sensitive information with discretion and maintain confidentiality at all times.
• Adhere to all municipal policies, procedures, and applicable laws and regulations.
• Perform other related duties as required.

Additional Duties and Responsibilities:

Performs other related duties as assigned, consistent with the overall purpose and responsibilities of the
position. The omission of specific statements of duties does not preclude the assignment of tasks that
are similar in nature, logically associated with this role, or necessary for the effective functioning of the
Municipal Court. Flexibility and adaptability are essential, as the Municipal Court Assistant may be
required to support a wide range of administrative and operational needs as they arise.

Education: High school diploma or GED equivalent required.
Experience: Minimum of four (4) years professional office, clerical, or administrative support experience
required; prior experience in a legal or professional environment is highly preferred.
Background Requirements: Must possess a satisfactory criminal history and meet all requirements for
secure access to law enforcement databases.
Work Hours: Must be available to work a full-time schedule (40 hours per week), including court
sessions as scheduled. May work an adjusted schedule for assisting in events occurring after 4:30 p.m.
such as meetings or planned events.

Certifications:

• Ability to obtain GCIC Security & Awareness Certification within 30 days of hire.
•  Ability to obtain Notary Public Commission within 30 days of hire.

Preferred Qualifications
Education: Associate’s degree in Paralegal Studies, Criminal Justice, Public Administration, or a
closely related field.
Language Skills: Bilingual fluency in English and Spanish is highly desirable and considered a strong
asset in serving the community

Knowledge, Skills, and Abilities:
Office Administration: Strong knowledge of general office practices and procedures, including
proficiency in business English, grammar, and arithmetic.
Technical Proficiency: Demonstrated proficiency in Microsoft Office Suite (Word, Excel, Outlook,
PowerPoint) and the ability to quickly learn and operate court-specific software systems.
Professional Development: Commitment to continuous learning and skill development through
participation in relevant conferences, training workshops, and seminars.

Analytical Skills: Ability to perform moderately complex mathematical computations with speed,
accuracy, and attention to detail.
Interpersonal Skills: Proven ability to establish and maintain effective working relationships with
judges, attorneys, law enforcement personnel, court staff, and the general public in a professional and
courteous manner.
Confidentiality & Compliance: Knowledge of and ability to comply with Open Records laws and strict
adherence to confidentiality standards in all Municipal Court matters.
Communication & Comprehension: Strong ability to comprehend, interpret, and follow both oral and
written instructions accurately.

Salary : $20 - $35