Home Careers Job Descriptions Administrative Assistant
Home Careers Job Descriptions Administrative Assistant
Administrative Assistant Job Description

Job series:  Administrative Assistant
FLSA status: Exempt
OCC Group: Professional Services
Job code: R41070
Original signature of State Court Administrator approval available in the Human Resources Division, signed 5/10/2006.

GENERAL STATEMENT OF DUTIES
In conjunction with the District Administrator: plans, organizes, directs, and coordinates the activities of the court and associated support personnel. May act as District Administrator and Clerk of Court in absence of the Administrator.
 
DISTINGUISHING FACTORS
An Administrative Assistant is distinguished from other classifications by serving as the deputy director to the District Administrator or Chief Judge. Acts as the District Administrator and Clerk of the District Court in the absence of the Administrator.
 
Administrative Assistant classifications are allocated in districts where a District Administrator IV or higher classification is appropriated.
 
ESSENTIAL FUNCTIONS OF THE POSITION
In the absence of the Administrator/Clerk of Court, may act as the Clerk of Court and Administrator.
 
Directly or indirectly supervises subordinate clerks and administrative staff involved in case processing, data processing, personnel support services, and accounting.
 
Directs and evaluates the personnel program including selection, training, discipline, performance evaluation, coaching, motivating, planning and personnel file maintenance.
 
Assists in the coordination of court policies and procedures; directs personnel in the preparation, reproduction and distribution of court orders, directives and communications.
 
Assists the District Administrator/Clerk of Court by providing representation in meetings with public and private agencies. 
 
Resolves complaints on court related matters from the public, law enforcement agencies, attorneys and others.
 
Directs the maintenance of an accounting and auditing system with respect to public funds and trust accounts; directs property controls and inventories. Oversees all large capital expenditures.
 
Directs the maintenance, microfilming/imaging and destruction of all court case File/S, financial and administrative records according to policy.
 
Prepares statistical reports for judges, news media, the Judicial Branch, other agencies and the public. 
 
Directs all court property and facilities including space allocation, needs assessment, security, facilities planning, and maintenance of all court property. Meets with County entities to communicate needs and problems.
 
Appraises the Chief Judge on all administrative matters.
 
Attends meetings and training as required.
 
Performs other duties as assigned.
 
SUPERVISORY RESPONSIBILITIES
Manages multiple operations or programs. Plans and provides broad direction, establishes standards, and evaluates operations for diverse programs. Has significant latitude in personnel decisions.
 
QUALIFICATIONS   
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 an accredited four year college or university with a bachelor’s degree in public, business, or judicial administration or related area and four years of experience in an administrative or professional capacity in a court or law firm. Supervisory experience is preferred.
 
OR
 
Graduation from high school or GED equivalent and eight years of professional, administrative or supervisory experience in court or law firm.
 
PHYSICAL DEMANDS
While performing the duties of this job, the employee is regularly required to sit and talk or hear. The employee must occasionally lift and/or move 25 or more pounds. 
 
WORK ENVIRONMENT
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.
contact us   •   faqs   •   photo gallery   •   holiday schedule Menu Home Search Courts Probation Jury Media Self Help ⁄ Forms Careers Administration contact us faqs photo gallery holiday schedule