Administrative Assistant - State Court Services

Cobb County Government•State Court Marietta, GA

5d•Onsite

About The Position

This position is assigned to the State Court Administrator's Office and works Monday - Friday, 8:00am - 5:00pm. The role coordinates and provides administrative/clerical support for an assigned department/division, processing documentation, and guiding administrative/clerical staff. It also provides secretarial/administrative support to management, acting as a liaison between departments, managing calendars, coordinating travel, maintaining file systems, researching and compiling data, distributing documentation, and preparing various forms and reports. The position also coordinates arrangements for meetings and performs other related duties as assigned.

Requirements

Associate's degree in secretarial science or office administration required.
Supplemented by five years of responsible experience in secretarial, office administration or similar field (preferably in a municipal environment), working for an agency head, elected official or similar position.
Any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.

Nice To Haves

Experience utilizing Advantage HR, Advantage Financial and Kronos.
Possession and maintenance of valid State of Georgia Notary Public certification is preferred.

Responsibilities

Coordinates and provides administrative/clerical support for an assigned department/division.
Processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures.
Works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts.
Maintains confidentiality of departmental documentation and issues.
Provides secretarial/administrative support to management and/or staff of assigned department/division.
Relieves management staff of routine administrative tasks.
Screens telephone calls, mail, and other communications and initiates appropriate action/response.
Records dictation.
Types, composes, types, edits, or proofreads correspondence on behalf of management staff.
Records and/or transcribes correspondence, statements, minutes, or other information.
Keeps management informed of significant matters, messages, documentation, or other information.
Serves as liaison between the assigned department 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.
Circulates documentation to appropriate departments.
Maintains calendar/schedule of activities for the assigned manager and department/division.
Schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities.
Updates calendar on a regular basis and notifies parties involved of changes.
Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.
Maintains file system of various files/records for the assigned area.
Prepares files, organizes documentation, and files documents in designated order.
Retrieves/replaces files.
Scans records into computer.
Shreds/destroys confidential or obsolete documents.
Conducts records maintenance activities in compliance with guidelines governing record retention.
Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations.
Summarizes data, performs routine data analysis, and prepares reports.
Conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.
Distributes documentation between department/staff members and internal/external individuals/agencies.
Operates fax machine to send/receive 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.
Copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.
Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.
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.
Maintains records.
Performs other related duties as assigned.