Title: Administrative Assistant
Pay Grade: 13
Departmental Mission Statement: The Facilities Management Department of Trial Court provides for the management and maintenance of 63 state-owned courthouses located in ten counties of the Commonwealth. The Department is committed to administering effective property management, and for ensuring the delivery of quality services necessary for the efficient and reliable operation of all of the facilities which it maintains.
FACILITES MANAGEMENT & CAPITAL PLANNING ORGANIZATIONAL PROFILE:
Notes: This position is designated as a union position and is covered by the Collective Bargaining Agreement with O.P.E.I.U., Local 6.
The Hours for this position is 8am-4pm.
Position Summary: Working within the Facilities Management and Capital Planning Department of the Office of Court Management, the Administrative Assistant performs a variety of secretarial and administrative support duties. Above the entry level the position includes higher-level secretarial and administrative duties. Employees are hired at the entry level position title and are eligible for reclassification to the higher level position title within this series consistent with the specifications for the higher level position title. The position title reverts to the entry level when there is a vacancy.
Administrative Assistant I - This is the entry level position title within this series. Employees at this level are expected to perform a variety of secretarial and administrative duties for one or more upper level managers and to train for the next higher level.
Administrative Assistant II - This is the second level position title within this series. Employees at this level are expected to perform higher level secretarial and administrative duties which require more knowledge of word processing functions, more knowledge of Trial Court policies and procedures, and to exercise more independent judgment.
Administrative Assistant I Duties:
• Types a variety of standard documents from handwritten drafts and other materials;
• Coordinates the distribution of correspondence;
• Proofreads typed material for accuracy and correct punctuation, spelling, grammar, and legal citation (if necessary);
• Assists the public and court division personnel with problems they may encounter with Trial Court policies and procedures;
• Arranges meetings and screen calls as needed;
• Maintains department records and orders supplies;
• Maintains records of department invoices;
• Drafts standard and routine correspondence related to office and departmental policy and procedure;
• Assists in the maintenance of time and reporting information and prepares fiscal documents;
• Prepares fiscal and statistical reports;
• Provides clerical and procedural support as needed, including answering the telephone;
• May provide secretarial assistance to other Department Heads;
• Performs related duties as required.
Administrative Assistant II Additional Duties:
• Prepares complex and detailed documents requiring the use of macros, mail merges, and other special command functions;
• Provides administrative support to the departmental staff as necessary for special projects and initiatives undertaken by the office;
• Responds to more complicated inquiries related to policies and procedures;
• Develops and maintains databases and spreadsheets;
• Acts as liaison with other offices, departments and outside agencies;
• Recommends and implements more effective office procedures and routines;
• Performs all of the duties of the lower level position title within this series as required.
Job Competencies:All applicants must be able, through the interview process, to prove efficiency in the following areas;
- Ethics and Values: Communicates and demonstrates the ethics and values of the Trial Court.
- Mission: Understands, upholds, and communicates the Executive Office and Security Department missions;
- Applied Knowledge: Demonstrates ability with MS Office and can properly support the administration of departmental polices, procedures, and initiatives in a unionized employee environment.
- Problem Solving: Accurately assesses common operational problems and recommends and facilitates appropriate solutions.
- Customer Service: Conducts oneself in a courteous and professional manner towards both Trial Court employees and the public.
• Collaboration: Works with others cooperatively, demonstrating a willingness to be a team player, and contributing to a work environment that focuses on shared departmental goals.
• Commitment to Diversity: Promotes an environment of diversity through understanding, respect, and positive communication with persons of varied racial, ethnic, economic, and cultural background;
• Continuous Learning: Demonstrates a commitment to continuously improving himself or herself through professional development
SUPERVISION RECEIVED: Receives direction and regular assignments from the Chief Justice of the Trial Court, the Court Administrator, and the Director of Security. Immediate supervision is provided by the Senior Assistants to the Chief Justice and Court Administrator as well as the Deputy Director of the Security Department.
Minimum Requirements: Administrative Assistant I Requirements:
• High school diplomas or the equivalent and four years of secretarial experience, or an equivalent combination of education and experience;
• Knowledge of and proficiency in the use of personal computers and related business software, including MS Word and MS Excel; Some experience with MS PowerPoint is preferred;
• Knowledge of current office and clerical practices and procedures;
• Ability to draft standard and routine correspondence related to office policy and procedure;
• Knowledge of basic English, grammar, spelling and punctuation;
• Ability to handle sensitive matters on a confidential basis;
• Ability to type proficiently;
• Ability to operate current standard office equipment, including photocopier machines, scanners, calculators, and fax machines;
• Ability to work professionally with judges, court officials, court employees, and the general public;
• Ability to set up and maintain filing systems;
• Ability to work independently and follow oral and written instructions;
Administrative Assistant II Additional Requirements;
• A minimum of three years of experience as an Administrative Assistant I;
• Considerable knowledge of and demonstrated ability to perform more complicated word processing functions and spreadsheet software;
• Considerable knowledge of office policies and procedures and demonstrated ability to apply those policies to inquiries;
• Demonstrated ability to independently complete assignments and to handle multiple assignments;
• Demonstrated ability to identify problems and to develop feasible solutions; and to properly route them for appropriate resolution when necessary.
Closing Date/Time: 2022-08-09