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Home Careers Job Descriptions Staff Assistant
Staff Assistant

Staff Assistant Job Description

Job Title: Staff Assistant
Job Code: R41065
Job Series: Staff 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 technical and administrative support and project management support to an administrator responsible for directing a judicial district, probation department, division or special program. 
Distinguishing Factors:
The Staff Assistant is distinguished from other classifications due to the responsibility of leading an ongoing program or project which must consume 50% or more of the employee's time.  Leading programs or projects includes assigning tasks, monitoring progress and work flow, checking the product, scheduling work, establishing standards and analyzing work processes.  This position may include direct supervision over other employees.  Supervision is received from the Administrative Authority. 
Essential Functions Of the Position:

Conducts management projects geared at the improvement of court or department services. Researches, analyzes, and recommends changes or findings to the Administrative Authority. 

Monitors general accounting and fiscal functions including, but not limited to: forecasting budget, processing invoices and vouchers, preparing monthly expenditure reports, and compiling monthly and year end summaries.

May coordinate the purchase of supplies, furniture, and other office materials. Prepares requests for proposals, assists in vendor selection, and coordinates acquisition.

Assists in implementation and communication of policies, procedures, directives or other administrative changes.

Compiles and analyzes statistical data for planning purposes. Provides input and participates in projects designed to plan for the future of the court or program. 

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 provide training or participate in training administration.

Attends meetings and training as required.

Performs other duties as assigned.

Supervisor Responsibilities:
May have supervisory accountability for other employees, volunteers, or interns.  Duties include scheduling and assigning of work, training in all facets of work, quality control, and decisions impacting the pay, status and tenure of others.  May conduct performance appraisals, and provides input into and participates in discipline, dismissal, and hiring processes.
Minimum Education:
Bachelor's degree (B. A.) in business, public or court administration from a four-year college or university and one year of office management, professional, technical or staff work in one or more of the following areas: accounting, human resources, payroll, budgeting, procurement, research or related areas.
Graduation from high school or equivalent with five years of experience in office management, professional, technical or staff work in one of the following areas: accounting, human resources, payroll, budgeting, procurement, research or related areas. One year of the required experience must have included supervisory responsibilities over two or more employees.
Physical Demands:
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.
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.
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