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Official Job Description


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Official Job Title: Judicial Administration Administrative Assistant 2 (Executive Assistant to the Director) - Court Information Technology Services (CITeS) Division (County Funded)
  CITES
  $36,132.20 ANNUAL ( County Funded ) ( FULLTIME ) + Benefits
40 hours per week
Occupation Code: JA Administrative Assistant 2
Working Title: Executive Assistant to the CITeS Director

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Description:
This is responsible administrative work supporting the daily operations of the Administrative Office of the Courts Court Information Technology Services (CITeS) Division. Work requires the exercise of initiative, independent judgment and discretion when completing requests. Under the supervision of a technical supervisor, this position will assist scheduling appointments; maintaining the personnel calendars; scheduling and making arrangements for IT staff meetings; compiling information from the IT budget as requested; preparing correspondence. Resource is expected to provide a high-level administrative support by conducting research, preparing statistical reports, handling information requests, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings. The successful candidate will be a decisive self-starter; able to work independently with limited supervision, and work effectively in a diverse team environment. Working relationships are established with technical staff, project managers, operations managers, IT Personnel, judges, court personnel, state and county officials, other agency personnel, attorneys, and the general public. 

Responsibilities:
  • Provides support for senior management leadership.
  • Monitors department budget, processes invoices and checks requests, prepares technical purchase orders, and processes confidentiality agreements.
  • Takes, transcribes, and distributes meeting minutes without review or supervision.
  • Handle project tracking: (i.e., budget, database, time lines).
  • Schedules complex series of ongoing review meetings with managers.
  • Organizes and expedites workflow to comply with deadlines and priorities.
  • Serves as point of contact for information regarding areas of responsibility.
  • On a frequent basis completes an audit of Director's calendar for one week in advance to ensure no conflict or overlapping meetings.
  • Demonstrates experience coordinating logistics for on-site and off-site meetings for a broad range of groups.
  • Prepares correspondence and maintains calendar of appointments.
  • Uploads/Downloads documents from document repository system and create project folders for materials, send out status updates requests and weekly snapshot.
  • Prepares reports, correspondence and forms using a wide variety of text editing software and managing features (formatting, editing, deleting, updating, etc.).
  • Handles document delivery and pick up to and from agency offices in the vicinity.
  • Greets visitors, answers and screens incoming telephone calls, provides information and assistance.
  • Assists with day-to-day document clean up, copies, IT requests: guest badges, technical IT and Phone issues.
  • Orders, maintains, and tracks division supplies and equipment.
  • Awareness of manager's goals as well as department goals and objectives.
  • Assists with processing and distributing incoming mail: postal, interoffice and faxes.
  • Performs related work as required.


Qualifications:
Graduation from an accredited four year college or university with a major in computer technology, business, public administration, management or a related field and at least two years of related public employment, administrative assistance experience and a combination of education and experience that provides the listed knowledge, skills and abilities below:
  • Broad knowledge of software and hardware used in a technology setting, including Internet applications is a plus. Willingness to learn is required. 
  • A team player with a positive attitude and be an effective communicator, highly dependable, able to prioritize projects and tasks as well as respond to simultaneous requests from several directions.
  • Demonstrated ability to manage several projects simultaneously in fast paced environment.
  • Strong written and verbal communication, organizational and interpersonal skills.
  • Able to understand department specific technical information.
  • Able to resolve problems with limited supervision.
  • Possess advanced knowledge of computer software (MS Office i.e. word processing, presentation, spreadsheet and database skills).
  • Knowledge of modern office procedures and practices.
  • Demonstrated ability to prioritize multiple tasks.
  • Demonstrated ability to influence others positively to implement change.
  • Business acumen. 
  • Ability to establish excellent working relationships and deliver quality customer service.
  • Ability to type 40 wpm.
  • Ability to maintain adequate records and files in electronic or paper based systems.
  • Ability to use discretion and tact concerning sensitive and confidential actions.
  • Ability to meet aggressive deadlines. 
  • Prior experience in a technical environment is a plus.


Physical Demands:
Work involves a significant amount of standing, walking, sitting, talking, listening and reaching with and arms; must be able to transfer up to 10 pounds. Walking to near-by court and other government building locations is required.


Supplemental Questions
Question
Do you have a Bachelor's Degree?
Do you have experience in a technical environment?
Do you have at least two years of experience as an Administrative Assistant?
Are you currently employed by the Eleventh Judicial Circuit?
Are you a Miami-Dade County Pipeline Employee?