What are the responsibilities and job description for the Public Defender - Rousseau Centre - Administrative Assistant position at Allen County, Indiana?
Department: Public Defender’s OfficerFLSA Status: Non-exempt
Classification/Level: Office Support, PG-02Date: 01/2025
Under the direction of the Executive Assistant, the Administrative Assistant provides administrative support for the Public Defender's Office. Key responsibilities include answering phones, greeting visitors, typing departmental documents, maintainingrecords, and assistingwith various office tasks. This role requires adherence to the Circuit Court Employee Handbook and occasional overtime. This position is covered under the Circuit Court Employee Handbook.
Essential Functions
The Administrative Assistant performs a variety of administrative tasks to support the efficient operation of the Public Defender’s Office, including answering phones, managing records, assistingwith payroll, and maintainingoffice supplies. This role requires strong organizational skills, attention to detail, and the ability to work accurately under pressure while maintainingconfidentiality. Professional communication and technical proficiencywith office equipment
PERFORMANCE EXPECTATIONS (Continued)
are essential, as is flexibility to adapt to shifting priorities and extended hours when needed. Success is measured by the ability to perform tasks efficiently, accurately, and in alignment with office procedures.
Responsibility
The Administrative Assistant supports the Public Defender’s Office by managing phones, records, scheduling, and correspondence, as well as assistingwith payroll, budgets, and office maintenance. The role requires safeguarding confidential information, ensuring office functionality, and performing other assigned duties with accuracy and adherence to policies.
Personal Work Relationships
The Administrative Assistant interacts frequentlywith co-workers, interns, and supervisors within the Public Defender’s Office to coordinate tasks and ensure efficient operations. Regular communication is also requiredwith personnel from other government and non-government agencies, as well as members of the public, to provide information and assistance.
Working Conditions/Physical Demands
The Administrative Assistant primarily works in an office environment, requiring extended periods of sitting and frequent use of a computer, telephone, and other office equipment. The role involves occasional physical activity, including bending, reaching, kneeling, and lifting items up to 20 pounds. Attention to detail, frequent proofreading, and multitasking are essential, often under conditions with moderate noise levels and potential interruptions.
Physical Requirements
Occasionally =
1 to 2 hours
Frequently =
3 to 4 hours
Repeatedly =
5 to 6 hours
Continuously =
7 hours
Sitting
X
Standing
X
Walking
X
Fine Motor Skills
X
Gross Motor Skills
X
Repetitive Motions
X
Lifting
X
Carrying
X
Pushing/Pulling
X
Physical Endurance
X
Supervision
This position does not supervise other employees.
Licensing
None
Immediate Supervisor
Executive Assistant
Hours
Standard 37.5-hour workweek with a flexible schedule, plus overtime as required.
Eeo Category
0106
Worker’s Comp Code
8820
I agree that the contents of this job description are a fair and accuraterepresentation of the duties of this position being described.
Employee Printed Name: ____________________________________________
Employee Signature: ____________________________________________ Date: ____________________
Supervisor Signature: ____________________________________________ Date: ____________________
Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.
We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.
Classification/Level: Office Support, PG-02Date: 01/2025
Under the direction of the Executive Assistant, the Administrative Assistant provides administrative support for the Public Defender's Office. Key responsibilities include answering phones, greeting visitors, typing departmental documents, maintainingrecords, and assistingwith various office tasks. This role requires adherence to the Circuit Court Employee Handbook and occasional overtime. This position is covered under the Circuit Court Employee Handbook.
Essential Functions
- Answers multi-line telephone, determinesthe nature of calls, provides requested information, and routes callers to the appropriate individualor agency.
- Assistswalk-in customers in a professional and courteous manner.
- Responsible for setting up appointments for office staff and locatingappropriately sized meeting rooms.
- Maintains and updates departmental records and files as directed.
- Types a variety of departmental materials, including investigative reports, subpoenas, memos, correspondence, and occasionally transcribes interviews.
- Maintains the appearance of the office and arranges for minor repairs as needed.
- Delivers interoffice mail throughout County offices.
- Maintains inventory of supplies, assistswith ordering, and organizes the supply cabinet.
- Assists the Office Manager with copying and sending files to defendants at the Department of Corrections (DOC).
- Assistsin preparing payroll and payables.
- Assists the Executive Director in preparing quarterly and budget reports.
- Performs all other duties as assigned, including overtime as required.
- High School Diploma or GED, and some administrative experience
- Knowledge of Criminal Justice and Law Enforcement fields
- Ability to accurately complete duties amidst frequent interruptions, distractions, and pressure from formal deadlines
- Ability to effectively communicate with professional co-workers, interns, personnel from other government or non-government agencies, and members of the general publicin a courteous and tactful manner
- Ability to maintainstrict confidentiality of all department records and information
- Ability to use a multi-line telephone, fax, copier, scanner, and other job-related equipment
The Administrative Assistant performs a variety of administrative tasks to support the efficient operation of the Public Defender’s Office, including answering phones, managing records, assistingwith payroll, and maintainingoffice supplies. This role requires strong organizational skills, attention to detail, and the ability to work accurately under pressure while maintainingconfidentiality. Professional communication and technical proficiencywith office equipment
PERFORMANCE EXPECTATIONS (Continued)
are essential, as is flexibility to adapt to shifting priorities and extended hours when needed. Success is measured by the ability to perform tasks efficiently, accurately, and in alignment with office procedures.
Responsibility
The Administrative Assistant supports the Public Defender’s Office by managing phones, records, scheduling, and correspondence, as well as assistingwith payroll, budgets, and office maintenance. The role requires safeguarding confidential information, ensuring office functionality, and performing other assigned duties with accuracy and adherence to policies.
Personal Work Relationships
The Administrative Assistant interacts frequentlywith co-workers, interns, and supervisors within the Public Defender’s Office to coordinate tasks and ensure efficient operations. Regular communication is also requiredwith personnel from other government and non-government agencies, as well as members of the public, to provide information and assistance.
Working Conditions/Physical Demands
The Administrative Assistant primarily works in an office environment, requiring extended periods of sitting and frequent use of a computer, telephone, and other office equipment. The role involves occasional physical activity, including bending, reaching, kneeling, and lifting items up to 20 pounds. Attention to detail, frequent proofreading, and multitasking are essential, often under conditions with moderate noise levels and potential interruptions.
- Performs office tasks requiring frequent sitting, computer use, and multitasking with accuracy.
- Occasionally lifts upto 20 pounds and performs physical tasks like bending and reaching.
- Adapts to changing priorities and works extended hours when needed.
Physical Requirements
Occasionally =
1 to 2 hours
Frequently =
3 to 4 hours
Repeatedly =
5 to 6 hours
Continuously =
7 hours
Sitting
X
Standing
X
Walking
X
Fine Motor Skills
X
Gross Motor Skills
X
Repetitive Motions
X
Lifting
X
Carrying
X
Pushing/Pulling
X
Physical Endurance
X
Supervision
This position does not supervise other employees.
Licensing
None
Immediate Supervisor
Executive Assistant
Hours
Standard 37.5-hour workweek with a flexible schedule, plus overtime as required.
Eeo Category
0106
Worker’s Comp Code
8820
I agree that the contents of this job description are a fair and accuraterepresentation of the duties of this position being described.
Employee Printed Name: ____________________________________________
Employee Signature: ____________________________________________ Date: ____________________
Supervisor Signature: ____________________________________________ Date: ____________________
Please complete the application accurately and thoroughly. A resume is optional. Remember to save and submit your application. If applying for multiple positions, submit a separate application for each one. You'll receive an email confirmation once your application is received. Due to the high volume of applications, further communication will only occur if you're selected for an interview.
We are an Equal Opportunity Employer (EEO). Accordingly, all qualified applicants will receive consideration for employment without regard to race, color, religion, creed, gender, age, disability or medical condition, national origin, and veteran status, and all other categories protected by federal, state, and local anti-discrimination laws. Reasonable accommodations for persons with a known disabling condition will be considered in accordance with State and Federal Law.
