PROGRAM ASSISTANT (Contract)

Superior Court of California, County of San Joaquin•Stockton, CA

5d•Onsite

About The Position

This is a full-time, limited-term contract position based on grant funding in the Collaborative Justice Programs of San Joaquin Court. The Superior Court of California, County of San Joaquin, is now accepting applications for Program Assistant-Contract. This recruitment is to fill one vacancy in the Collaborative Justice Court Program and to fill future vacancies. Under general supervision, this position performs a variety of complex administrative, secretarial, and office support duties requiring thorough knowledge of the Collaborative Justice Court Programs. Incumbents provide administrative support to management and departmental staff. This position performs skilled data entry and typing and provides information to the public and staff. This is a journey-level class capable of performing the full range of administrative duties in support of the Collaborative Justice Court Programs, including data entry, opening, closing, and tracking of Court files, and maintenance of Court calendars. Employees at this level are required to be fully trained in all procedures related to the assigned area(s) of responsibility, working with independent judgment, tact, and initiative. This class is distinguished from the Office Coordinator in that the latter provides more complex and specialized administrative support to an assigned department, with additional training and/or experience.

Requirements

Equivalent to the completion of twelfth (12th) grade and two (2) years of responsible administrative support experience.
Organization and function of the Court, including applicable policies and procedures.
Applicable regulatory relevant to assigned area of responsibility.
Modern office administrative and secretarial practices and procedures, including the use of standard office equipment.
Letter writing and the standard format for reports and correspondence.
Principles and practices of data collection and report preparation.
Computer applications related to the work, including word processing, database, and spreadsheet applications.
Basic mathematics and statistical techniques.
Record-keeping principles and procedures.
English usage, grammar, spelling, vocabulary, and punctuation.
Techniques for providing a high level of customer service by effectively dealing with the public and Court staff.
Perform responsible administrative and secretarial support work with accuracy, speed, and general supervision.
Understand the organization and operation of the Court and of outside agencies as necessary to assume assigned responsibilities.
Interpret, apply, and explain administrative and departmental policies and procedures.
Respond to and effectively prioritize multiple phone calls and other requests for service.
Compose correspondence and reports independently or from brief instructions.
Make accurate mathematical, financial, and statistical computations.
Enter and retrieve data from a computer with sufficient speed and accuracy to perform assigned work.
Establish and maintain a variety of filing, record-keeping, and tracking systems.
Organize and prioritize a variety of projects and multiple tasks in an effective and timely manner; organize own work, set priorities, and meet critical time deadlines.
Operate modern office equipment, including computer equipment and specialized software applications programs.
Use English effectively to communicate in person, over the telephone, and in writing.
Use tact, initiative, prudence, and independent judgment within general policy and legal guidelines in politically sensitive situations.
Establish, maintain, and foster positive and effective working relationships with those contacted in the course of work.

Responsibilities

Provides administrative support to managers and departmental staff by assisting with duties of a complex nature, including preparing and editing Court calendars and preparing documents for Court proceedings.
Creates, updates, and maintains multiple Court calendars; disburses calendars to the appropriate parties including attorneys, service providers, jail personnel and various Court departments.
Organizes and carries out administrative assignments; researches, compiles, and organizes information, data, and files from various sources for reports, statistical studies, and grants; checks and tabulates standard mathematical or statistical data.
Composes, types, edits, and proofreads a variety of complex documents, including forms, memos, administrative, statistical, and financial reports, and correspondence for department staff from rough draft, dictation equipment, handwritten copy, verbal instructions, or from other material using a computer; inputs and retrieves data and text using a computer terminal; checks draft documents for punctuation, spelling, and grammar; makes or suggests corrections.
Attends Court proceedings as needed; calls cases; completes minute orders based on hearing results; issues and recalls bench warrants.
Screens calls, visitors, and incoming mail; provides information to the public; listens to questions and interprets and applies regulations, policies, procedures, systems, rules, and precedents according to existing guidelines; responds to public and staff inquiries and complaints; refers citizens to the appropriate department source.
Develops and implements file, index, tracking, and record-keeping systems; researches records within areas of assigned responsibility to prepare reports and provides follow-up information to public and staff inquiries.
Verifies and reviews forms and reports for completeness and conformance with established regulations and procedures; applies departmental and program policies and procedures in determining completeness of applications, records, and files.
Operates a variety of standard office equipment, including job-related computer hardware and software applications, copiers, postage meters, facsimile machines, multi-line telephones, and transcription equipment; may operate other department-specific equipment.
Performs other duties as assigned.