Administrative Assistant III (Executive Assistant)- Administrative Office of the Courts (State Funded)

Division: Court Administration
Salary: $42,832.69 ANNUAL + Benefits
Position Type: FULLTIME
Funding: State Funded
Hours: 40 hours per week
Occupation Code: Administrative Assistant III
Working Title: Executive Assistant
(Salary is Non-Negotiable) The successful candidate will be hired at the minimum salary.

Description

The position requires strict confidentiality as it assists and supports management with daily court operations duties, coordination of programs and project management. Performs administrative functions such as developing written and graphic materials, attending meetings and taking minutes. The position works independently, reporting major activities through periodic meetings.

Responsibilities

  • Researches and collects information for developing written and graphic materials in multimedia environments; writes/edits and creates layout content for a variety of mediums. Projects may include compiling information and statistical data on a variety of circuit and state courts system functions, divisions, policies, and procedures.
  • Researches requests regarding administrative orders. Gathers and maintains information/data to prepare periodic and special reports for the area of responsibility.
  • Performs research relative to Judicial Administration, which may include trends, best practices, and performance standards, for drafting operational policies and/or procedures.
  • Prepares documents for the executive office team as assigned.
  • Responds to or distributes surveys or other relevant information pertaining to court administration procedures; processes/files confidential documents.
  • Records, edits, maintains, and distributes meeting minutes and correspondence for committees.
  • Attends staff, community, and other professional meetings to exchange information and/or take minutes; transcribes minutes and distributes to appropriate personnel.
  • Attends classes, workshops, webinars or seminars to improve professional and technical skills.
  • Processes and reconciles invoices for payment, researches invoice payment status and requisition; creates, processes and renews service contracts.
  • Provides database updates as required and assists in the development of budgets for special events and projects; assists with auditing activities.
  • Assists with the review and maintenance of the circuit’s website; revises information and provides updates when necessary.
  • Provides database updates (production of reports) and organizes folders, documents, publications, and other materials on SharePoint.
  • Manages and learns different systems and programs used by the court, while performing daily duties.
  • Assist with the Continuation of Operations Plan (COOP), such as planning and awareness efforts regarding personnel safety, safe handling of equipment, traffic flow of court visitors and signage to assist with the dissemination of court information.
  • Documents, researches, records, creates, edits and processes incoming and outgoing correspondence.
  • Sets up and maintains files, records, publications, and other related documents and resources.
  • Screens telephone calls and visitors; provides information, resolves issues, directs callers/visitors to proper personnel, or takes messages.
  • Performs clerical tasks such as copying, scheduling meetings, maintaining calendars, preparing and processing travel plans and reimbursements.
  • Performs related work as required.

Qualifications

  • A Bachelor’s degree from an accredited college or university in Legal Studies, Public Administration, Criminal Justice, or closely related field.
  • Three (3) years of professional work related experience.

KNOWLEDGE, SKILLS and ABILITIES:

  • Thorough knowledge of Microsoft Office programs, such as Word, Excel, and PowerPoint, as well as other custom applications.
  • Strong knowledge of office equipment usage such as computers, printers, copy machines, and phones.
  • Strong problem solving and detail-oriented skills.
  • Ability to compile, examine, and evaluate data or information and possibly recommend action based on results.
  • Ability to provide information, guidance, or assistance to staff.
  • Ability to give instructions or assignments to interns, volunteers or assistants.
  • Ability to supervise secretarial or clerical support positions.
  • Ability to provide temporary phone coverage for judicial assistants or other staff.
  • Ability to perform simple math such as addition, subtraction, multiplication, division, ratios, rates, and percentages.
  • Ability to understand and use various court related forms.
  • Ability to read, write, speak and comprehend English at a professional level.
  • Ability to comprehend verbal and written instructions, regulations, procedures, or work orders.
  • Ability to compose business letters, complex reports and manuals.
  • Ability to speak formally to groups inside and outside the organization.
  • Ability to assist in the development of manuals, guidelines and other court related materials.
  • Ability to make decisions with moderately serious impact which may affect work and other units or members of the public.

Physical Demands

Work involves a significant amount of standing, walking, sitting, typing, talking, listening, stooping, and reaching with hands and arms; must be able to transfer up to 10 pounds.

Working Conditions

Moderate noise; business office setting.

Supplemental Questions

 
QDo you have a Bachelor’s degree from an accredited college or university in Legal Studies, Public Administration, Criminal Justice, or closely related field?
QHow many years of professional work related experience do you have?
QDo you have experience in the court system or a comparable agency?
QAre you proficient in MS office and Outlook?
QAre you currently employed by the Eleventh Judicial Circuit?
QHow did you learn about this vacancy?