Administrative Assistant II

Responsibilities

• Screens and refers callers to the appropriate department, as required.
• Provides administrative support to the director and case management team and other court staff; and may provide temporary coverage for other administrative support staff, as needed.
• Composes/drafts and/or types correspondence, court orders, pleadings, memoranda, reports, e-mails, and other documents observing strict confidentiality; and transcribes documents.
• Answers telephone calls and greets visitors; provides information to the public and resolves issues or directs caller/visitor to appropriate office or staff.
• Maintains calendars, coordinates schedules for staff and keeps supervisor(s)/staff apprised of appointments.
• Sets up and maintains files, books, records, and other departmental systems of responsibility; and provides database updates as required.
• Gathers and maintains information/data to support periodic and special reports for the area of responsibility; makes copies and distributes to appropriate personnel or departments as designated.
• Collsates and analyzes data for statistical reports; and assists in conducting surveys.
• Picks-up incoming mail, screens mails, and refers the mail or e-mail to the appropriate parties.
• Extracts, summarizes, and assembles material from files.
• Keeps accurate records, creates and organizes files and maintains complex filing systems, which includes confidential files.
• Picks-up and delivers packages.
• Schedules appointments/meetings and maintains calendars, coordinates schedules for staff and keeps supervisor(s)/staff apprised of appointments.
• Plans and maintains an adequate supply of office materials and supplies.
• Drafts documentation for the court as to parties’ progress and compliance; provides correspondence as necessary; and distributes reports to parties and collaterals as appropriate.
• Schedules and facilitates in-service trainings.
• Records data entry on Odyssey and courtMap.
• Aids in meeting deadlines.

Qualifications

• Graduation from an accredited college with a Bachelor's degree.
• Two (2) years of experience in business administration, performing office, legal secretary or paralegal work.
• Additional relevant experience may substitute for the recommended educational level on a year-for-year basis.