ADMINISTRATIVE SECRETARY

State of careers Rhode Island • Lillington, NC

2d

About The Position

While in a supervisory capacity, to insure that other clerical staff members have a fair and adequate workload and are all properly instructed and trained on the performance of their duties. To report the proper discharge of sick, vacation, and/or personal leave taken by staff members at said work location, including any abuses in daily attendance, to the Executive Assistant or designee, and to ensure compliance with these and similar personnel policies in the absence of the Case Management Coordinator. To provide computer operator assistance and coordination at said work location to insure the proper operation of the Office's computer system and/or the Office's computer system as it interacts with RIJSS. To provide statistical coordination and reports among all the courts and staff members occupying said work location. Supplemental Information To serve as a supervisor in a staffed office for other administrative personnel in the absence of a Case Management Coordinator, and carry out the responsibilities of that position in such absence; to provide service as a computer operator for the Office's computer system and its functionality with RIJSS; to coordinate criminal calendars before the State's Courts as they pertain to the Office; to coordinate case assignments for other Assistant Public Defenders; to relieve such individuals of important administrative duties; to handle correspondence and other routine matters; and to do related work, as required.

Requirements

• A working knowledge of modern legal office practices, procedures, and equipment
• A working knowledge of basic computer principles and utilities functions
• A working knowledge of business English, spelling and arithmetic
• A working knowledge of departmental rules, regulations, procedures, functions, and ability to apply these to work problems
• Familiarity with the principles and practices of office management and supervision
• Skill in taking and transcribing oral dictation of complex and technical material and in typing accurately from rough draft or clean copy
• The ability to work independently on difficult or complex clerical tasks or routine administrative tasks and to prepare non-routine correspondence
• The ability to maintain complex clerical records and prepare accurate reports
• The ability to exercise good judgment, courtesy, and tact in receiving office callers and in making proper dispositions of problems
• The ability to plan, assign, supervise, and review work of clerical employees
• The ability to establish and maintain effective working relationships with other employees and the public
• related capacities and abilities
• EDUCATION: Such as may have been gained through an A.A. Degree in Secretarial Sciences, Secretarial School Certification and/or graduation from a senior high school, including or supplemented by courses in shorthand, typing, modern business office practices and computer usage and problem resolution
• EXPERIENCE: Such as may have been gained through: employment of a progressively responsible nature involving the performance of varied supervisory, clerical, and stenographic work of a complex legal and responsible nature for a period of eight years
• Must be able to type 60 words per minute and take dictation at 85 words per minute
• OR, any combination of education and experience that shall be substantially equivalent to the above education and experience

Nice To Haves

• Strong preference given to candidates who are fluent in both English and Spanish.

Responsibilities

• insure that other clerical staff members have a fair and adequate workload and are all properly instructed and trained on the performance of their duties
• report the proper discharge of sick, vacation, and/or personal leave taken by staff members at said work location, including any abuses in daily attendance, to the Executive Assistant or designee, and to ensure compliance with these and similar personnel policies in the absence of the Case Management Coordinator
• provide computer operator assistance and coordination at said work location to insure the proper operation of the Office's computer system and/or the Office's computer system as it interacts with RIJSS
• provide statistical coordination and reports among all the courts and staff members occupying said work location
• serve as a supervisor in a staffed office for other administrative personnel in the absence of a Case Management Coordinator, and carry out the responsibilities of that position in such absence
• provide service as a computer operator for the Office's computer system and its functionality with RIJSS
• coordinate criminal calendars before the State's Courts as they pertain to the Office
• coordinate case assignments for other Assistant Public Defenders
• relieve such individuals of important administrative duties
• handle correspondence and other routine matters
• do related work, as required

Benefits

• For information regarding the benefits available to State of Rhode Island employees, please visit the Office of Employee Benefits' website at http://www.employeebenefits.ri.gov/.
• Also, be advised that a new provision in RI General Law 35-6-1 was enacted requiring direct deposit for all employees. Specific to new hires, the law requires that all employees hired after September 30, 2014 participate in direct deposit. Accordingly, any employee hired after this date will be required to participate in the direct deposit system. At the time the employee is hired, the employee shall identify a financial institution that will serve as a personal depository agency for the employee.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree