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Title: Administrative Assistant To Chief Justice of the Juvenile Court
Pay Grade: 15
Starting Pay: $59,158.49
Departmental Mission Statement: Departmental Mission Statement: It is the mission of the Juvenile Court to protect children from abuse and neglect and promote opportunities for children to reside in safe, stable, permanent family environments whenever possible, to strengthen families when their children are in need of services, to rehabilitate juveniles, to protect the public from delinquent and criminal activity while holding offenders accountable and addressing the harm suffered by the community and the victim, and to decide all cases fairly and impartially with dedication, integrity and professionalism.
Juvenile Court Organizational Profile
Notes: This position is designated confidential and is covered by the Trial Court Personnel Policies and Procedures Manual.
Position Summary: The position of Administrative Assistant to the Chief Justice performs confidential, legal and administrative secretarial services to a Trial Court Chief Justice. The position title requires the performance of complex administrative secretarial duties and other varied work requiring considerable knowledge of the organization of the Trial Court, court procedures, administrative procedures, and the use of business software to assist in a variety of legal and administrative confidential matters for a Chief Justice.
SUPERVISION RECEIVED: The Administrative Assistant to the Chief Justice receives general direction from the Departmental Chief Justice and his/her designee.
Administrative Assistant to the CJ Duties:
• Drafts, types, and edits complex legal documents, decisions, memoranda, bulletins, administrative reports, and other materials for a Chief Justice;
• Creates and maintains filing systems for a Chief Justice;
• Regularly contacts Departmental courts, other Trial Court Departments, and other state agencies on behalf of the Chief Justice; contacts may include the highest levels of the Judiciary and other branches of State government;
• Maintains the Chief Justice's calendar and schedules meetings and makes necessary arrangements;
• Screens telephone calls and answers inquiries or ensures that inquiries are referred to the appropriate personnel;
• Coordinates the distribution of correspondence;
• Proofreads typed material for accuracy and correct punctuation, spelling, grammar, and legal citation as necessary;
• Operates a variety of office equipment including personal computers and related business software, photocopier machines, scanners, calculators, and fax machines;
• Maintains office inventory of equipment, and personal records, legal files and calendars;
• Handles confidential and sensitive issues on behalf of the Chief Justice;
• Cross trained to perform mid-level administrative duties such as preparing payment vouchers, recording MMARS documents in the Budgetary Control Register, and preparing monthly expenditure reports and other fiscal documents;
• Serves in a lead capacity, providing technical assistance and advice to more junior staff on policies and practices;
• Makes travel and lodging arrangements and processes vouchers for reimbursement of expenses;
• Composes correspondence for the Chief Justice's review and signature;
• May train staff in the use of automated systems and word processing software, introduce new versions or functions, trouble shoot problems and attend user group meetings;
• May perform special projects involving considerable research and the preparation and/or coordination of activities related to those projects;
• Performs related duties as required.
Job Competencies: All applicants must be able, through the interview process, to prove efficiency in the following areas;
• Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court;
• Mission: Understands, upholds, and communicates the Trial Court and Executive Office missions;
• Applied Knowledge: Demonstrates ability with MS Office 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.
• Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
• Collaboration: Works with others cooperatively, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.
• Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural background;
• Continuous Learning: Demonstrates a commitment to continuously improving himself or herself through professional development.
• Associate's degree or and equivalent combination of education and experience;
• Five (5) or more years of prior administrative assistant experience, preferably in a legal environment;
• Strong professional legal or business office experience using proper English, grammar, spelling, punctuation and legal terminology and citation;
• Knowledge of and proficiency in the use of personal computers and related business software, including MS Word and MS Excel;
• Some experience with MS PowerPoint is preferred;
• Considerable knowledge of and demonstrated ability to perform more complicated word processing functions and use spreadsheet software;
• Considerable knowledge of office policies and procedures and demonstrated ability to apply those policies to inquiries;
• Demonstrated ability to independently complete assignments and to handle multiple assignments;
• Demonstrated ability to identify problems and to develop feasible solutions; and to properly route them for appropriate resolution when necessary;
• Ability to exercise judgment and to work without close supervision;
• Ability to serve the public and others with business before the court in a courteous and professional manner;
• Ability to handle sensitive matters on a confidential basis;
• Ability to type proficiently;
• Ability to operate current standard office equipment, including photocopier machines, scanners, calculators, and fax machines;
• Ability to set up and maintain filing systems;
• Ability to work professionally with judges, court officials, court employees, and the general public.
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Employment with the Trial Court is contingent upon passage of a criminal record check.