Administrative Coordinator

Hall County•Gainesville, GA

3d•Onsite

About The Position

Performs a wide variety of responsible, confidential, and administrative tasks to ensure efficient and effective operations within Court Administration. Duties include calendaring, scheduling meetings, ordering supplies, managing communications, coordinating maintenance needs, and responding to public inquiries or directing them to appropriate staff.

Requirements

Associate’s Degree in Business Administration, Public Administration, Finance, Criminal Justice, or a related field, supplemented by two years of administrative experience in Court Administration; or
Five (5) years of experience in the field or any equivalent combination of education, training, and experience providing the requisite knowledge, skills, and abilities.
Four years of administrative assistant experience with strong customer service and communication skills
The operations, functions, and scope of authority of county/city departments, offices, and officials.
Office terminology, procedures, equipment, business arithmetic, and English.
Departmental services, programs, operating rules, regulations, and procedures.
Preparing and maintaining complex clerical records, court calendars, and preparing reports.
Operation of complex office equipment.
Preparing correspondence and performing routine office management tasks independently.
Type 50–55 w.p.m.
Deal tactfully and courteously with the public and other employees.
Handle and resolve complaints and requests for information, and delegate administrative details.
Demonstrate initiative in problem-solving and troubleshooting issues as they arise.
Demonstrate emotional intelligence to de-escalate highly charged customer interactions and know when to escalate the situation to management.
Maintain confidentiality with sensitive information

Responsibilities

Prepare annual jury calendars for Superior and State Courts in coordination with each judge’s office and prepare corresponding orders; ensure all parties are notified.
Handle scheduling of all rooms within the courthouse and maintain/monitor the AOC calendar to ensure accuracy and up-to-date information.
Coordinate and schedule meetings at the request of Court Administration staff, including sending invitations, resolving scheduling conflicts, reserving meeting space, preparing meeting materials, arranging meals, and completing post-meeting cleanup.
Receive supply order requests from judicial offices and departments, place orders, and coordinate deliveries.
Maintain supply inventory for Superior Court and State Court departments, including juror supplies, toners, printing materials, and other requested items.
Stock common areas, such as break rooms and copier areas, and maintain appropriate supply levels.
Accept incoming deliveries, verify accuracy, stock items, and maintain inventory needs.
Answer incoming calls and provide general and specific information, handle service requests, complaints, and other public contact matters.
Receive and record Rule 22 requests and assist media outlets with such requests.
Greet visitors, direct them to the Court Administration office, and notify staff of their arrival.
Draft correspondence, prepare letters, make copies, laminate documents, and email staff as requested.
Pick up and deliver mail to Court Administration staff; sort mail as needed.
Send outgoing mail via interoffice, USPS, FedEx, UPS, or other methods.
Read and route incoming mail and compose replies in accordance with established procedures.
Maintain departmental records, indexes, and logs for office staff.
Facilitate all maintenance needs for buildings under the Court Administration’s purview.
Coordinate furniture needs, including locating furniture, arranging deliveries, removing old furniture, recycling, and coordinating repairs.
Perform administrative support work for special projects, including researching and analyzing information and coordinating tasks.
Assume special projects to relieve office staff of administrative detail and monitor projects to completion.
Serve as liaison between the Court Administrator, Division Directors, governmental and community agencies, contractors, and the general public.
Regular and predictable attendance is required.
Perform other related duties as assigned.