Administrative Assistant I - Executive Office

Official Title: Administrative Assistant I – Executive Office

Pay Grade: Grade 11S

Salary Range: 11S Entry Level Pay $54,374.84 to Pay Range Maximum $80,140.06

Starting Pay: $54,374.84

Salary Notes: This position is designated as a Union position. All new hires must start at the entry level rate for this role per the collective bargaining agreement/MOA with OPEIU, Local 6. Pay may advance within the salary band according to the CBA/MOU.

Departmental Mission Statement: The Executive Office of the Trial Court is led by the Chief Justice of the Trial Court and the Court Administrator and oversees judicial and court operations, including the Office of Court Management. The Executive Office works collaboratively with the seven Trial Court Departments and Commissioners of Probation and Jury to develop and implement policies and initiatives that promote an environment of continuous improvement and ensure the most effective use of resources to allow the delivery of quality justice. The Executive Office also oversees the development and implementation of strategic planning for the Trial Court.

Notes

• This position will report fully on-site, Monday – Friday.
• This role will support the State Bail Administrator, Judicial Response System Manager, and Domestic & Sexual Violence Coordinator.
• Should an employee at Level II of the same career ladder title be selected as the finalist, they will maintain their grade, step and salary.

Position Summary: Assists court staff with operations and application of policies and procedures. Arranges meetings and screens calls. Maintains department records and orders supplies. Drafts routine correspondence. Processes reports. Provides clerical, procedural, and administrative support. Develops and maintains databases and spreadsheets. Acts as a liaison with other offices, departments, and outside agencies. Recommends and implements more effective office procedures and routines.

Supervision Received: Works under the direction of the Director of Legal Policy.

Essential Functions and Responsibilities

• Provides clerical and procedural support as needed, including answering the telephone and greeting/screening visitors.
• Assists in the maintenance of time and reporting information and prepares fiscal documents.
• Maintains department records and invoices. Monitors inventory and orders supplies.
• Provides administrative support to the departmental staff as necessary for special projects and initiatives undertaken by the office.
• Acts as liaison with other offices, departments, and outside agencies. Arranges meetings and coordinates correspondence.
• Compiles and prepares reports on a monthly and/or quarterly basis for the Judges and the Administrative office.
• Assists with timesheets and time off requests. Processes travel expense forms for judges, administrative office, and registry staff.
• Reviews, processes, and distributes incoming correspondence and mail.
• Performs other duties as required.

Job Competencies

Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court.

Mission Driven: Employees are fully committed to fulfilling the Trial Court and associated Departmental missions.

Professional Development: Employees are committed to participating in ongoing Trial Court training and educational offerings to advance their professional development. Managers are equally committed to affording opportunities to those they supervise as scheduling permits.

Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.

Applied Knowledge: Demonstrates ability with MS Office and other business technologies and can properly support the administration of departmental policies, procedures, and initiatives in a unionized employee environment.

Problem Solving: Accurately assesses common operational problems and recommends and facilitates appropriate solutions.

Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural backgrounds.

Collaboration: Works with others cooperatively, and promotes teamwork, contributing to a work environment that focuses on shared departmental goals.

Minimum Requirements

Education and Experience:

• Associate degree from an accredited college or university
• Two (2) years of related work experience
• Equivalent combinations of education and experience will be considered for meeting minimum qualifications.

Knowledge, Skills and Abilities

Knowledge of:

• Modern office equipment and technology, including computers and applicable software.
• Inventory assessment and management.
• Departmental and court policies and procedures.
• Basic payroll processes.

Skill in:

• Customer service.
• Multi-tasking.
• Organization and time management.

Ability to:

• Establish effective working relationships with others.
• Order office supplies.
• Perform basic mathematical tasks.
• Prepare clear and accurate reports, correspondences, and documents.
• Maintain appropriate records.
• Communicate effectively, both orally and in writing.

Supervisory Responsibility: This position does not require supervision of others.

Working Conditions: Work is frequently performed in office or similar indoor environments.

Physical Demands: This position requires sedentary work:

Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.