Executive Assistant - Court Administrator's Office

Jackson County, Missouri•Kansas City, MO

8d•Onsite

About The Position

The Administrative Assistant III is a highly responsible administrative support position that performs secretarial work and a variety of tasks for the Court Administrator and other court personnel as directed. Duties include screening telephone calls, preparing reports and other data, scheduling meetings upon request, posting meeting notices, preparing a variety of letters, meeting materials, and other documents and information on behalf of the Court Administrator, maintaining court records and information, facilitating coverage of the Office of the Court Administrator for the public and stakeholders, and general office administration tasks. The Administrative Assistant III may also aid and provide coverage for other administrative support staff as needed.

Requirements

Graduation from high school or GED equivalent and six years of professional-level experience involving full-time work in a closely related field.
Possesses a strong knowledge of administrative support tasks and functions in the court environment, including secretarial practice and procedure.
Ability to prepare correspondence, manuals, spreadsheets, graphs, and reports accurately, professionally, and promptly.
Considerable knowledge of court operations and structure.
Ability to carry complex oral and written directives.
Thorough knowledge of modern office practices, procedures, systems, and equipment.
Ability to communicate effectively, tactfully, and courteously.
Ability to maintain effective working relationships with court administration leadership, judicial officers, court personnel, coworkers, staff from other agencies and governmental entities, and vendors.
Ability to compose correspondence, reports, and documentation of moderate complexity.

Responsibilities

Serves as the administrative assistant to the Court Administrator.
Communicates with internal and external contacts on behalf of the Court Administrator, including receiving and screening visitors to the Court and telephone callers to the office.
Performs administrative tasks including opening and distributing mail; typing and proofreading documents upon request; drafting letters and reports; organizing and maintaining files and information; preparing copies; maintaining office equipment through vendors and other contractual services; providing secondary support for scheduling interpreters for court proceedings; submitting purchase requests and invoices for the Court Administrator; and maintaining office supplies.
Prepares written reports and collects necessary information and data.
Advises the Court Administrator of complaints and critical incidents and relays important communications and messages in situations that require the immediate attention of the Court Administrator.
Prepares the Court calendar and after-hours rotation for circuit and family court as directed and distributes it to the appropriate court personnel.
Makes meeting arrangements, including meeting room reservations, food service as needed, and other necessary tasks as requested by the Court Administrator, meeting chairperson or assigned staff support for the meeting.
Maintains the repository for meeting notes and binders for meeting minutes and other court documents.
Arranges short-term or daily parking for judicial officers, visiting judges, and other court personnel pursuant to the parking policy and as approved by the Court Administrator.
Ensures telephone and visitor coverage and availability for the Office of the Court Administrator.
Operates a variety of office equipment, including a calculator, fax machine, binding machine, scanner, copier, and other computer functions, including such operating functions as word processing, spreadsheets, and other databases or specialized applications.
Applies court rules and policies in assigned tasks.
Performs other tasks and special projects as assigned by the Court Administrator and other related work as required.