Administrative Assistant

Overview
We are seeking a highly organized and detail-oriented Administrative Assistant to support our office operations. The ideal candidate will possess strong computer literacy, excellent communication skills, and experience in office management. This role involves providing administrative tasks and ensuring the smooth functioning of daily office activities. Bilingual abilities are a plus, as well as experience with various software platforms such as Microsoft Office and Google Drive. The position offers an engaging environment where professionalism and efficiency are valued.

Duties:

· Answer multi-line telephone system; route calls to the appropriate staff and/or voicemail in a professional and timely manner.

· Greet and assist individuals entering the office, providing professional, courteous customer service at all times.

· Ensure all intake paperwork, law enforcement reports, and court documents are scanned and uploaded into the appropriate folders in the office data drive.

· Maintain the office cloud-based storage system; monitor completion of required electronic files and follow up on missing items.

· Maintain and coordinate routine service of office equipment (copier, fax, printers, phones, etc.).

· Update and verify the accuracy of the court docket; distribute the docket to authorized persons on a weekly basis.

· Ensure signatures are obtained on court petitions and file petitions in a timely and accurate manner.

· Collect fines and fees; issue and reconcile receipts to ensure accuracy.

· Prepare and make deposits of all collected fines and fees on at least a weekly basis.

· Submit payment of all collected fines and fees to the Pope County Treasurer as required.

· Prepare and submit transport and hold forms to law enforcement agencies and juvenile detention centers as needed, including contacting facilities to locate available detention placements.

· Utilize Microsoft Office Suite (Word, Excel, Outlook, etc.) for documents, spreadsheets, letters, and reports.

· Be prepared to be trained in and function within other office programs, including Contexte and e-filing systems; prior knowledge or training is preferred.

· Assist with records management, including maintaining paper and electronic files, logs, and office billing documentation.

· Maintain confidentiality and exercise discretion in handling sensitive and confidential case information.

· Provide general support to staff, including copying, faxing, scanning, mailing, and assisting with special projects as assigned.

· Ensure that all court orders filed are placed in the appropriate electronic files and stored correctly on the office data drive.

· Draft appointment letters, fines/fees payment reminder letters, and warning letters as directed.

· Arrange for lab pickup of urine drug screens and maintain related logs.

· Maintain office logs and follow up as needed to resolve discrepancies.

· Perform other related duties as assigned.

Qualifications-Knowledge-& Skill Set

· Minimum of 1 year of experience in a fast-paced office setting.

· Experience with cloud-based data storage and electronic file management.

· Experience using standard office equipment (copier, fax, scanner, multi-line phone, etc.).

· Basic data processing skills, including accurate data entry.

· Familiarity with budgeting processes and/or handling invoices and payments.

· Basic financial bookkeeping skills related to receipts, deposits, and reconciliations.

· Strong organizational and multitasking skills, with the ability to prioritize and manage multiple deadlines.

· Strong interpersonal and communication skills, including the ability to work with individuals involved in the juvenile and criminal justice systems.

· Ability to maintain strict confidentiality and handle sensitive information with diplomacy and professionalism.

Preferred Education, Certifications, Training, & Knowledge:

· High school diploma or equivalent (GED) required; some college or vocational training preferred.

· Prior experience in a law office, court, or justice system setting preferred.

· Strong written communication skills, including the ability to draft professional letters and email correspondence.

· Prior experience with Contexte, e-filing, or similar court/case management systems is a plus.

Working conditions

· Frequent contact with individuals involved in the criminal and juvenile justice systems.

· Potential exposure to individuals experiencing crisis, high stress, or strong emotions.

· Fast-paced office environment with frequent interruptions and multiple competing priorities.

· Work is primarily performed in an office setting with regular interaction with staff, law enforcement, court personnel, youth, and families.

Physical requirements

• Frequently standing for long periods of time.
• Frequently sitting for long periods of time.
• Frequent walking.

Direct reports

• Chief Juvenile Officer

Pope County provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability or genetics. In addition to federal law requirements, Pope County complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Pope County expressly prohibits any form of workplace harassment based on race, color, religion, gender, sexual orientation, gender identity or expression, national origin, age, genetic information, disability, or veteran status. Improper interference with the ability of Pope County’s employees to perform their job duties may result in discipline up to and including discharge.

Pay: $27,000.00 - $30,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Work Location: In person

Salary : $27,000 - $30,000