Job series: Administrative Assistant to the State Court Administrator
FLSA status: Exempt
OCC Group: Professional Services
Job code: R43040
Original signature of State Court Administrator approval available in the Human Resources Division, signed 5/24/2010.
GENERAL STATEMENT OF DUTIES
Provides administrative support assisting in the operation of the State Court Administrator's Office.
Supervision is received directly from the State Court Administrator.
ESSENTIAL FUNCTIONS OF THE POSITION
Serves as assistant to the State Court Administrator. Staffs the SCAO Senior Staff Meetings, which includes taking minutes, updating calendars, compiling and preparing the meeting agenda, tracking ongoing agenda items, and distributing approved minutes to SCAO staff.
Administers the senior judge program; coordinates the assignments and scheduling of visiting and retired (senior) judges. Maintains statistics on the senior judge program and develops policies and procedures to improve senior and visiting judge usage. Evaluates and makes recommendations to the Chief Justice on contract renewal.
Prepares and distributes correspondence regarding judge filing requirements including annual judge filing requirements, election year filing requirements and filing requirements for newly appointed judges.
Supervises the file maintenance of Chief Justice Directives, Chief Justice Orders, and the Executive filing system.
Researches various resources to locate and assemble specific information; relays administrative policies, directives, rules and regulations.
Conducts management projects, researches, analyzes, and recommends changes or findings. Assists in implementing policy, procedure or other administrative changes.
Compiles data and prepares preliminary drafts for various reports, special studies and surveys.
Communicates and maintains effective working relationships with district personnel, other units, and the legislative and executive branches of government.
Attends meetings and training as required.
Performs other duties as assigned.
Responsible for one's own work product and may provide guidance, assistance, or mentorship to less knowledgeable or experienced coworkers. This may include instructing in work methods, and reviewing work products.
To perform this job successfully, an individual must be able to perform each of the above essential functions satisfactorily. The requirements listed below are representative of the knowledge, skill, ability, physical and environmental conditions required of the employee on the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
EDUCATION and EXPERIENCE
Graduation from high school or GED equivalent and five years of varied office management or staff work performing technical clerical work of an administrative nature, including two years at the level of a Staff Assistant or Administrative Specialist.
Graduation from an accredited college or university with major course work in business, public or judicial administration or related areas; and one year of office management or related experience.
While performing the duties of this job, the employee is regularly required to walk and talk and hear. The employee frequently is required to sit and reach with hands and arms and perform repetitive motions with wrists, hands, and fingers. The employee is occasionally required to stand and climb or balance. The employee must occasionally lift and/or move up to 10 pounds. Specific vision abilities required by this job include close vision, depth perception, and ability to adjust focus.
The noise level in the work environment is usually moderate. May handle emergency or crisis situations; is subject to many interruptions; may handle multiple calls and inquiries simultaneously; and may occasionally handle absentee replacement on short notice.