Court Administrative Assistant

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Closing Date: January 26, 2024

Annual Salary Range: $51,502 - $61,936

LOCATION: SOUTH COUNTY JUSTICE CENTER-PORTERVILLE

Definition: Under general supervision, performs a series of administrative related duties that requires experience with and knowledge of specialized legal documents and is responsible for administrative support, which includes providing support to court administrators. This position is unrepresented and at will.

Essential Duty Sample: (This List Is Not All Inclusive, BUT A REPRESENTATIVE SAMPLE OF DUTY FUNCTIONS)

The Administrative Assistant performs full journey-level functions and provides highly responsible complex and diverse administrative support and secretarial services to assigned managers, often in a sensitive and rapidly changing environment. Incumbents independently produce a wide range of documents and reports requiring thorough knowledge of court services, regulations, policies and procedures. Duties and responsibilities are carried out with considerable independence within a framework of established policies and procedures. Performs general clerical duties such as filing, copying, processing mail, distribution of correspondence, assembling reports and documents. Independently prepares, types, and proofreads complex documents. Responds to difficult and sensitive public contacts, serves as a liaison for the court administration in situations requiring tact and judgment; answers or refers questions based on knowledge of the court's policies and procedures. Receives, inputs and monitors facility work orders. Facilitates the solicitation process, confers and corresponds with vendors/sales representatives to obtain pricing and product information, services provided, and market conditions and trends. Relieves court administrators of routine administrative duties, which may include independent preparation of correspondence, scheduling onsite and off-site training and conferences and assisting in making travel arrangements. Maintains calendars for assigned supervisor. Types and distributes minutes. Schedules and coordinates various events and ceremonies. Develops and maintains files. Maintains forms and office supplies. Attends staff and other work-related meetings, workshops, seminars, and other continuing education opportunities. Serves as a representative of the court, displaying courtesy, tact, consideration and discretion in all interactions with other members of the court community and with the public.

EMPLOYMENT STANDARDS

Education / Experience : Any combination of education and experience that could likely provide the required knowledge, skills, and abilities is qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Education: Graduation from high school or GED equivalent supplemented by specialized legal secretarial and/or paralegal and business training including operation of office automation tools.

Experience: Two (2) years of administrative support or secretarial experience in an administrative, court or legal environment; or an equivalent combination of education, training and experience. Completion of college-level course work is highly desirable. Experience in a public court is preferred.

Knowledge, Skills and Abilities :

Knowledge of: Court organization and basic administrative procedures and practices involving budget, human resources, safety, and facilities management, regulations and procedures governing the maintenance and disclosure of public records.

Principles and practices of customer service, telephone and email etiquette. Report, forms and spreadsheet development design and production. English usage, spelling, grammar and punctuation.

Skill/Ability to: Communicate clearly and effectively, both orally and in writing. Organize, set priorities, take initiative and exercise sound, independent judgement within areas of responsibility. Format documents and perform difficult operations requiring a high level of ability with word processing, spreadsheet and related types of software. Collect information, establish facts, take appropriate action or make recommendations. Express ideas clearly and concisely in writing. Recognize and maintain confidentiality of information in compliance with court regulations. Learn the organization, procedures and operating functions of the courts and division to which assigned and communicate this information to staff and the general public. Establish and maintain effective working relationships with court staff, county department personnel, members of the legal community and the public. Perform work with accuracy and attention to detail. Work independently; prepare a variety of complex charts, graphs, and other special documents. Identify need for, develop, and implement new forms or procedures.

Job Type: Full-time

Pay: $51,502.00 - $61,936.00 per year

Benefits:

• Health savings account
• Professional development assistance

Schedule:

• 8 hour shift
• Monday to Friday

Experience:

• Administrative: 2 years (Required)
• Clerical: 2 years (Required)

Work Location: In person