ADMINISTRATIVE SECRETARY

Department / Division: JUVENILE COURT

FLSA STATUS: Non-Exempt
CLASSIFICATION: Personnel System
PAY GRADE: 11

Purpose of Job

The purpose of this job is to provide administrative secretarial support to the office of the Juvenile Court. Duties and responsibilities include assisting Juvenile Court judges and their staff when needed, serving as Deputy Clerk of Court, and other functions to facilitate the efficient operation of the Athens-Clarke County Juvenile Court.

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. Answers the telephone, responds to inquiries related to the functions of the Juvenile Court, directs calls to appropriate personnel or departments, andor relays messages to staff. Serves as Deputy Clerk of Court with the authority of issuing subpoenas, summons, certifications, and transfer orders, processes cases for adjudication. Types petitions, court orders, transfer orders, social histories, court calendars, and correspondence on a computer terminal or typewriter. Serves as receptionist receives visitors, clients reporting to probation officers, and provides information as needed. Assumes responsibility for the filing of case files to be heard before the court in a specified manner and the filing of case files that have been adjudicated or disposed. Compiles, copies, and mails panel review notification forms to the parties involved in semi-monthly reviews by the Juvenile Court copies panel review case plans filed by the Department of Family and Children Services which are utilized in the reviews retrieves respective case files for scheduled reviews.

Knowledge, Skills and Abilities

Has general knowledge of Georgia law and government policies, court procedures, and activities of the Juvenile Court as they pertain to the performance of duties relating to the position of Administrative Secretary. Have 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 other staff members and the public at large. 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 laws and apply the regulations and procedures of the department. Has a good working knowledge of procedures and methods as required in the performance of duties. Requires skill in the operation of computer applications utilizing word processing software, and the ability to learn and comprehend specific tasks performed on computer relating to the JCATS system for retrieval of juvenile case information. Must be skilled in the operation of various office equipment including computers and typewriters.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with two years of clerical, bookkeeping or general office related experience required a VocationalTechnical degree in Accounting, Secretary Sciences or related discipline preferred or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this position. Must possess 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 of 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 and correspondence 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 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 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 other types of office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as computer equipment, copying machines and typewriters. 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 giving and receiving instructions. Must be adaptable to performing under minimal 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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