ADMINISTRATIVE ASSISTANT

Department / Division: SUPERIOR COURT / ADMINISTRATION

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

Purpose of Job

The purpose of this position is to provide administrative support to the judges of the Superior Court. Duties and responsibilities include keeping the court apprised of all criminal and civil matters by monitoring and maintaining a large level of current and accurate records assisting Superior Court judges and their staff as needed and providing other functions to facilitate a high level of case management.

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. Maintains current and accurate information of all pending criminal and civil cases, assimilates and forwards to judges on a routine basis. Assists in the preparation and scheduling of Superior Court non-jury trials. Informs judges when notification has been received from Clerks office as to when Motions for Speedy Trial Demand have been submitted. Compiles and prepares report on a monthly basis indicating statistics on cases filed in Superior Court and case assignments for each judge. Prepares a report advising the status of all prisoners assigned to each judge utilizing information received from the Athens-Clarke County Jail. Assists in the compilation and preparation of financial reports, including the annual budgetary process. Prepares payroll information for the Superior Court Administration Department, verifies accuracy, and forwards for review and approval. Supervises the operation of the law library, ensures library collection is current, reviews and verifies invoices, and forwards for approval. Maintains updated listing of all criminal and civil cases that have been disposed. Assist in the preparation of Pre-Trial Notices and forwards to the Chief Judge. Compiles and prepares a report indicating annual statistics on the number of cases handled by the Superior Court. Performs copying function to assist judges and staff as required. Retrieves incoming mail from U.S. Postal facility. Performs other related duties as required.

Knowledge, Skills and Abilities

Has general knowledge of policies, court procedures, and activities of the Superior Court as they pertain to the performance of duties relating to the position of Administrative Secretary. 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 judgement 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 and apply regulations and procedures of the court. Requires skill in the organization of large amounts of data. Requires skill in the operation of computer applications utilizing Word Perfect word processing software and the ability to learn and comprehend a Unisys B120 computer. Must be skilled in the operation of various office equipment including computers, typewriters, and copying machines.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or GED required, with an AssociatesVocationalTechnical degree in secretarial sciences or related discipline preferred one to two years of secretarial experience required or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position.

(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 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 documents, correspondence and various reports using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak to people 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 judgement 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 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, 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 minimum 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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