Administrative Specialist – Court Services

Purpose of Classification

The purpose of this classification is to provide specialized administrative support for the Court Services division. While the essential functions are similar to those of Administrative Assistants, Administrative Specialists typically focus more narrowly on one or more aspects of the work, and are thus more limited in scope. Work often requires a knowledge of departmental operations and procedures, but can be learned by a modest amount of time in the job.

Essential Functions

• Interdepartmental Coordination & Liaison Services: Serves as liaison between the assigned division and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.
• Administrative & Executive Support: Provides administrative/secretarial support for management and/or staff of assigned department/division; relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities; and coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff. Monitors inventory of department supplies and forms; ensures availability of adequate materials to conduct work activities; and initiates requests/orders for new or replacement supplies. Maintains current maps, telephone lists, directories, operating manuals, procedures, and other reference materials.
• Mail Processing & Document Distribution: Receives and sorts incoming documentation and materials; sends/receives documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies/distributes forms, reports, correspondence, schedules, agendas, or other documentation.
• Customer Service, Financial Transactions & Cash Handling: Performs customer service functions in person, by telephone, and by mail; provides information/assistance regarding department/division services, procedures, fees, or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees, fines, or services; records transactions, posts payments, and issues receipts; balances cash drawers; and prepares revenues for deposit and forwards as appropriate.
• Board & Committee Operations Management: Provides administrative support for boards, committees, or other meetings; prepares meeting agendas, packets, and related documentation; coordinates meeting rooms/facilities, equipment, and refreshments; notifies participants of scheduled meetings; submits public notices to newspapers, property owners, or others as required; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and transcribes meeting minutes; distributes meeting minutes to appropriate individuals; and maintains official records.
• Meeting & Event Coordination: Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains records.
• Records & File Management: Maintains file system of various files/records for the department; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; and conducts records maintenance activities in compliance with guidelines governing record retention.

Minimum Qualifications

• A high school diploma or GED is required.
• Two years of clerical, administrative support, customer service, or records management experience are required.
• Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job is acceptable.

Specific License or Certification Required

• A valid State of Georgia Driver’s License and may require possession and maintenance of valid State of Georgia Notary Public certification.

Performance Aptitudes

• Data Utilization: Requires the ability to evaluate, audit, deduce, and/or assess data using established criteria. Includes exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
• Human Interaction: Requires the ability to work with others to coordinate the more complex programs and more complex problems associated with the responsibilities of the job. Often represents the department and/or organization when dealing with others.
• Equipment, Machinery, Tools, and Materials Utilization: Requires the ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Verbal Aptitude: Requires the ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Mental Aptitude: Requires the ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Functional Reasoning: Requires the ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
• Situational Reasoning: Requires the ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.

ADA Compliance

• Physical Ability: Tasks require the ability to exert very moderate physical effort in light work, typically involving some combination of stooping, kneeling, crouching and crawling, and which may involve some lifting, carrying, pushing and/or pulling of objects and materials of moderate weight (12-20 pounds).
• Sensory Requirements: Some tasks require the ability to perceive and discriminate sounds, odor, and visual cues or signals. Some tasks require the ability to communicate orally.
• Environmental Factors: Performance of essential functions may require exposure to such adverse environmental conditions as crowded conditions, temperature extremes, strong odors, disease/bodily fluids, or violence.