ADMINISTRATIVE ASSISTANT

Department / Division: MUNICIPAL COURT

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

Purpose of Job

The purpose of this job is to provide administrative and secretarial support to the Municipal Court and Judge. Duties and responsibilities include, but are not limited to, responding to all incoming calls, correspondence, requests for information, and inquiries to the Judges office, serving as liaison between the Judge and members of the general public, 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.

Responds to all incoming calls, correspondence, requests for information, and inquiries to the Judges office serves as liaison between the Judge and members of the general public performs administrative-related support tasks as needed by the Judge. Attends all court arraignments prepares trial notices and other necessary paperwork for not guilty pleas prepares and updates the comprehensive trial calendar for criminal cases prepares weekly jail call calendars. Processes inquiries from attorneys and attorneys offices about continuances on pending trials reviews attorney conflict letters, communicates with attorneys offices, and completes and mails all court date changes when attorneys have court conflicts on scheduled trials coordinates with Solicitors Office, private attorneys and Public Defender to reschedule trial dates as needed maintains calendar showing when police officers have requested leave of court. Maintains records on all pending arrest warrants provides copies of warrants to Sheriffs Office and communicates with Sheriffs Office regarding warrant information notifies Sheriffs Office when warrants are recalled or bond orders issued prepares release orders for Judges signature for persons held in jail without warrants prepares all contempt warrants for Judges signature. Prepares and certifies copies of clerks files to transmit to Superior Court for cases in which an appeal or writ of certiorari has been filed. Maintains files for cases pending appeal and for Pretrial Diversion cases. Processes dismissals from Solicitors Office on Pretrial Diversion cases. Provides back-up support for personnel in Clerks Office as needed. Provides assistance and information on Municipal Court procedures and operations. 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 Municipal Court as they pertain to the performance of duties relating to the position of Administrative Assistant. 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, 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 regulations and procedures of the department. Has a good working knowledge of legal data including motions, orders, warrants, etc., and procedures and methods as required in the performance of duties. Requires skill in the operation of various computer applications, and the ability to learn and comprehend specific tasks performed on computer relating to the operations of the court. Must be skilled in the operation of various office equipment including computers, typewriters, cash registers, calculators, fax machines, and copying machines. Must be capable of utilizing a transcription machine in dictation functions, or perform transcription of shorthand, and ensure accuracy of same.

Minimum Training and Experience Required to Perform Essential Job Functions

High school diploma or equivalent with three years of legal secretarial, governmental bookkeeping, accounting, computer applications and training or related experience required Paralegal certification or an Associates degree in business, secretarial science, 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. The ability to speak fluent Spanish is preferred.

(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 ability to read a variety of legal documents, financial data, and informational documentation, directions, instructions, and methods and procedures. Requires the ability to prepare legal orders, motions, statistics and budgetary information 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 types of office equipment.

MANUAL DEXTERITY:

Requires the ability to handle a variety of items such as computer equipment, copying machines, fax machines, cash registers, 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 giving and 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. div alignright

DISCLAIMER: THE INFORMATION CONTAINED ON THIS WEBSITE IS PROVIDED "AS IS" AND WITHOUT WARRANTIES OF ANY KIND, EITHER EXPRESSED OR IMPLIED, INCLUDING BUT NOT LIMITED TO WARRANTIES REGARDING THE ACCURACY OR COMPLETENESS OF THE INFORMATION CONTAINED ON THIS SITE OR IN ANY REFERENCED LINKS. [ Read More ]