ADMINISTRATIVE SECRETARY

State of careers Rhode Island•Lillington, NC

1d•Onsite

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. 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.
Skill in typing accurately from rough draft or clean copy.
The ability to work independently on difficult or complex clerical tasks or routine administrative tasks.
The ability 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 effective working relationships with other employees and the public.
AA 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.
Eight years of progressively responsible employment involving varied supervisory, clerical, and stenographic work of a complex legal and responsible nature.
Ability to type 60 words per minute.
Ability to take dictation at 85 words per minute.
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 Assistant Public Defenders of important administrative duties.
Handle correspondence and other routine matters.
Do related work, as required.