ADMINISTRATIVE ASSISTANT

Department / Division: SOLICITORS OFFICE

FLSA STATUS: Non-Exempt
CLASSIFICATION: Non-Personnel System
PAY GRADE: 13

Purpose of Job

The purpose of this job is to provide secretarial and administrative support to the Office of the State Court Solicitor. Duties and responsibilities include, but are not limited to, overseeing the daily administrative activities of the department, performing personnel and financial administration duties, preparing and maintaining all State Court, DUI Fasttrack, and Pretrial Diversion cases and performing additional tasks as assigned.

Essential Duties and Responsibilities

The following duties are normal for this job. These are not to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Prepares and maintains case files for State Court and DUI Fasttrack, including the retrieval, review, and organization of documentation. Types legal documents such as accusations, bench warrants, and bond forfeitures to be submitted to the court assumes responsibility for correctness of spelling, punctuation, format, and grammar. Maintains an accurate record of case files, indicating the location of file, prosecutor assigned to case, and status of case. Assists attorneys in court proceedings and testifies during trials or hearings. Performs financial administration duties for the department which include maintaining the departments financial management records assisting with the development of the departments operating budget monitoring departmental expenditures against the approved budget preparing and submitting invoices for payment and preparing purchase requisitions, purchase orders, and other related records. Oversees P-card purchases and submits payment through the Eden system. Compiles and types various departmental reports and correspondence. Answers incoming telephone calls and directs to appropriate personnel. Enters data from case files into computer database in the specified format displayed and compares data entered into computer with original case file to verify accuracy. Logs court dates on case file jackets for daily assimilation of files required by the court calendar. Obtains criminal and driving histories utilizing the connection to Georgia Crime Information Center. Maintains Pretrial Diversion cases. Oversees the maintenance of office equipment. Performs other related duties as required.

Knowledge, Skills and Abilities

Has general knowledge of Georgia law and government policies, court procedures, and activities of the Solicitors Office as they pertain to the performance of duties relating to the position of Administrative Assistant. Knowledge of standard legal documents payroll and budgeting records purchasing records personnel records computer manuals budgeting, and purchasing policies and procedures and procedures and methods as required in the performance of duties. Has the ability to compile, organize, prepare and maintain an assortment of records, reports and information in an effective manner and according to departmental andor governmental regulations. Has comprehensive knowledge of the terminology used within the department. Has the ability to communicate effectively with supervisors and other staff members. Has the ability to use independent judgment in routine and non- routine situations. Has the mathematical ability to handle required calculations. Is able to utilize and understand computer applications and techniques as necessary in the completion of daily assignments. Has the ability to plan, organize andor prioritize daily assignments and work activities. Is able to comprehend laws and apply regulations and procedures of the department. Ability to utilize and understand computer applications and techniques as necessary in the completion of daily assignment. Ability to learn and comprehend specific tasks performed on the Georgia Crime Information Center computer. Must be skilled in the operation of various office equipment including computers, typewriters, fax machines, and copiers.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with three years of legal secretarial, administrative, or related experience required an Associates degree in a related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. Must be or have the ability to acquire Notary Public status.

(ADA) MINIMUM QUALIFICATIONS OR STANDARDS REQUIRED TO PERFORM ESSENTIAL JOB FUNCTIONS

PHYSICAL REQUIREMENTS:

Must be physically able to operate a variety of machinery and equipment including computer terminals, typewriters, and copy machines. Must be able to use body members to work, move or carry objects or materials. Must be able to exert up to 20 pounds of force occasionally, andor up to 10 pounds force frequently. Physical demand requirements are at levels of those for light work.

DATA CONCEPTION:

Requires the ability to compare andor judge the readily observable functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people, or things.

INTERPERSONAL COMMUNICATION:

Requires the ability to speak andor signal people to convey or exchange information. Includes giving assignments andor directions to subordinates and receiving assignmentsdirections from supervisors.

LANGUAGE ABILITY:

Requires the ability to read a variety of legal documents and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare legal briefs, motions, and warrants using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people or groups of people with poise, voice control, and confidence.

INTELLIGENCE:

Requires the ability to learn and understand basic principles and techniques to acquire and be able to expound on knowledge of topics related to primary occupation and to make independent judgment in the absence of management.

VERBAL APTITUDE:

Requires the ability to record and deliver information, to explain procedures, and to follow oral and written instructions. Must be able to communicate effectively and efficiently in a variety of administrative, technical or professional languages including legal terminology.

NUMERICAL APTITUDE:

Requires the ability to utilize mathematical formulas add and subtract totals multiply and divide and utilize and determine percentages. FORMSPATIAL APTITUDE: Requires the ability to inspect items for proper length, width, and shape, visually with office equipment.

MOTOR COORDINATION:

Requires the ability to coordinate hands and eyes in using computers and various types of office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as computer equipment, copying machines, fax machines, and calculators. Must have the ability to use one hand for twisting or turning motion while coordinating other hand with different activities. Must have minimal levels of eyehandfoot coordination.

COLOR DISCRIMINATION:

May require the ability to differentiate between colors and shades of color.

INTERPERSONAL TEMPERAMENT:

Requires the ability to deal with people beyond receiving instructions. Must be adaptable to performing under moderate stress when confronted with an emergency.

PHYSICAL COMMUNICATION:

Requires the ability to talk andor hear: (Talking - expressing or exchanging ideas by means of spoken words). (Hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.

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