Job Series: Staff Assistant
FLSA status: Exempt
OCC Group: Professional Services
Job code: R41050
Original signature of State Court Administrator approval available in the Human Resources Division, signed 6/18/97.
GENERAL STATEMENT OF DUTIES
Provides technical and administrative support to an administrator responsible for directing a judicial district, probation department, division or special program.
Staff Assistant I is distinguished from a Staff Assistant II by the performance of more clerical assignments directly tied to the administrator's responsibilities. Positions at the Staff Assistant II level must have direct supervisory responsibility over one or more full-time equivalent subordinates.
ESSENTIAL FUNCTIONS OF THE POSITION
Maintains general accounting and fiscal functions including, but not limited to: forecasting budget, processing invoices and vouchers, preparing monthly expenditure reports, and compiling year end summaries.
Purchases supplies, furniture, and other office materials. Prepares requests for proposals, assists in vendor selection, and coordinates acquisition.
Coordinates personnel functions including, but not limited to: personnel file management, new employee orientation and benefits enrollment, payroll processing including balancing leave accruals, recruitment and contract administration, worker's compensation, and coordinates performance appraisal distribution and collection.
Communicates administrative policies, directives and rules and regulations.
Compiles and analyzes statistical data for planning purposes. Provides input and participates in projects designed to plan for the future of the court, division, or program.
Composes and types correspondence and other material from rough draft or copy.
Conducts or participates in special projects and committees.
Organizes and schedules meetings and special events.
Resolves concerns and complaints from the public and employees.
Some positions may be required to update the Department’s external website or internal intranet.
Some positions may be required to provide training or participate in training administration.
Attends meetings and training as required.
Performs other duties as assigned.
No formal supervisory responsibility. Responsibility for one's own work product and work within a unit performing similar functions. Rarely provides lead function, advice, or explains work instructions to other employees or volunteers.
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
Bachelor's degree (B. A.) in business, public or court administration from a four-year college or university.
Graduation from high school or equivalent and four years in office management or staff work performing technical clerical work of an administrative nature in accounting, personnel, payroll, budgeting, procurement or research including two years as a senior lead clerk or supervisor.
While performing the duties of this job, the employee is regularly required to talk or 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 walk. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, and ability to adjust focus.
This position is subject to many interruptions and may be required to handle multiple calls and inquiries at once. The noise level in the work environment is usually moderate.