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Home Careers Job Descriptions Executive Assistant to the SCA
Home Careers Job Descriptions Executive Assistant to the SCA
Executive Assistant to the SCA

Executive Assistant to the SCA Job Description

Job Title: Executive Assistant to the SCA
Job Code: R41051
Full Time Salary Range: $5,693.00 - $7,876.00
Job Series: Executive Assistant
FLSA Status: Exempt
OCC Group: Professional Services (PS)

Signature of the State Court Administrator approval available on file in the Human Resources Division.

General Statement Of Duties:
Provides specialized professional services and high level administrative and analytical support to the State Court Administrator in the State Court Administrators Office.
Distinguishing Factors:
The Executive Assistant to the State Court Administrator (SCA) is distinguished from the Staff Assistant classification by the performance of advanced levels of administrative work and analysis needed for various projects.  This position works directly with the State Court Administrator and is responsible for performing executive administrative duties that are complex, confidential and sensitive in nature. 
Essential Functions Of the Position:
Assist the State Court Administrator in management of tasks for the organization.
 
Communicates administrative policies, directives, rules and regulations.
 
Enters, compiles, manages or analyzes statistical data as needed.  Writes and edits reports on data as needed.
 
Provides input and participates in projects designed to provide support to the functions of the State Court Administrator’s Office.
 
Composes and types correspondence and other materials for the SCA.
 
Conducts or participates in special projects and committees. 
 
Coordinates events, meetings and travel services such as conference rooms, hotel reservations, transportation, food services, presentations, technology needs, and materials for participants.
 
Coordinate communications including taking calls, drafting and responding to emails, and interfacing with divisions of the State Court Administrator’s Office, Judicial districts and the public effectively and in a timely manner.
 
Takes meeting minutes.
 
Prepares internal and external business contracts and budgets for the SCA review as requested.  
 
Coordinates calendar and schedule for SCA.  Schedule meetings and appointments and manage travel arrangements within scheduling processes.
 
Tracks budget and submits budget documentation, invoices, and reimbursement requests on behalf of SCA. 
 
Maintains organized filing systems of paper and electronic documents.
 
Attends meetings and training as required.
 
Performs other duties as assigned.
Supervisor Responsibilities:
No formal supervisory responsibility.  Responsibility for one's own work product and work within a unit performing similar functions.  Occasionally provides lead function, advice or explains work instructions to other employees, interns, or volunteers.
Minimum Education:
Graduation from an accredited college or university with a bachelor's degree preferably in business, public or court administration and minimum two years of experience supporting leaders at the executive level of an organization. 
Physical Demands:
While performing the duties of this job, the employee is regularly required to sit; use hands to perform repetitive motions, talk and hear.  The employee is frequently required to walk/move about.  The employee must occasionally lift and/or move up to 25 pounds.  Specific vision abilities required by this job include close vision, color vision, depth perception and ability to adjust focus.
Work Environment:
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.
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