Administrative Assistant

Richland County Government•Denver, CO

22d•Onsite

About The Position

Provides administrative and secretarial support to the staff of the Office of the Probate Judge, performing such duties as scheduling meetings and hearings, maintaining calendars, screening and sorting daily mail, composing routine letters for supervisor’s signature, typing memos and correspondence, making travel arrangements, etc. Opens and closes case files. Clocks in, indexes and files case records. Enters case information into computerized case management system; updates case files as necessary. Prepares, types, copies, files and/or transmits various letters, memoranda, court orders, legal documents, notices, etc.; prepares various documents needed for hearings. Interacts with a variety of individuals and groups in order to provide and obtain information concerning the various cases being processed through Probate Court. Assists in scheduling hearings; schedules attorneys for hearings; notifies all interested parties. Evaluates office operations and makes recommendations for changes in policies and procedures as appropriate to enhance office effectiveness and efficiency. Researches and compiles data and information as required for reports and for decision-making purposes. Answers the telephone; provides information and assistance as requested; forwards calls to appropriate staff person; greets and assists office visitors. Performs other general clerical work as required, including but not limited to compiling data for reports, copying and filing documents, entering and retrieving computer data, processing daily mail, ordering office supplies, etc. Receives and responds to employee / public inquiries, concerns and requests for assistance in areas of responsibility. Attends staff and County meetings as required. Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.

Requirements

Proficiency in administrative and secretarial support.
Ability to schedule meetings and hearings.
Skill in maintaining calendars.
Experience in screening and sorting mail.
Ability to compose routine letters.
Typing skills for memos and correspondence.
Experience in making travel arrangements.
Ability to open and close case files.
Experience in indexing and filing case records.
Proficiency in entering and updating case information in a computerized case management system.
Ability to prepare, type, copy, file, and transmit various legal documents and correspondence.
Skill in preparing documents for hearings.
Ability to interact with diverse individuals and groups.
Experience in scheduling hearings and attorneys.
Ability to notify interested parties of hearings.
Skill in evaluating office operations and recommending improvements.
Ability to research and compile data for reports and decision-making.
Excellent telephone and communication skills.
Ability to greet and assist office visitors.
General clerical skills, including data entry, filing, and ordering supplies.
Ability to respond to public inquiries and concerns.
Willingness to attend staff, County, and training meetings.

Responsibilities

Provides administrative and secretarial support to the staff of the Office of the Probate Judge.
Schedules meetings and hearings.
Maintains calendars.
Screens and sorts daily mail.
Composes routine letters for supervisor’s signature.
Types memos and correspondence.
Makes travel arrangements.
Opens and closes case files.
Clocks in, indexes and files case records.
Enters case information into computerized case management system; updates case files as necessary.
Prepares, types, copies, files and/or transmits various letters, memoranda, court orders, legal documents, notices, etc.
Prepares various documents needed for hearings.
Interacts with a variety of individuals and groups to provide and obtain information concerning cases processed through Probate Court.
Assists in scheduling hearings.
Schedules attorneys for hearings.
Notifies all interested parties of hearings.
Evaluates office operations and makes recommendations for changes in policies and procedures.
Researches and compiles data and information for reports and decision-making.
Answers the telephone, provides information and assistance, and forwards calls.
Greets and assists office visitors.
Performs general clerical work, including compiling data for reports, copying and filing documents, entering and retrieving computer data, processing daily mail, and ordering office supplies.
Receives and responds to employee/public inquiries, concerns, and requests for assistance.
Attends staff and County meetings as required.
Attends training, meetings, seminars, and/or workshops to enhance job knowledge and skills.