Executive Administrative Assistant

This is not a remote position.

The Administrative Assistant is a full-time in-person position. The ideal individual should be versed in working in a highly professional, fast-paced work environment, managing multi-job-related duties, and performing diverse confidential administrative and supportive duties for the Administrative Judge and Personal Bailiff of Cleveland Housing Court.  This dynamic individual will assist with the daily operation of the Court by providing routine and high-level administrative duties.  One must have a thorough knowledge of the policies, procedures, administrative, and operational requirements for the office of the judicial branch of government. In addition, the individual must have superior integrity and have the ability to maintain confidentiality. High level of proficiency in computer applications, including Microsoft Office programs, court case management systems, and video conference platforms.

ESSENTIAL DUTIES AND RESPONSIBILITIES OF THE POSITION

 The following duties indicate the general nature and level of work the Administrative Assistant performs.  They are not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of this position.  Other duties may be required or assigned at any time. 

The primary job function is to provide clerical, technical, and administrative support for the Administrative Judge and Personal Bailiff. The Executive Administrative Assistant reports directly to the Judge.

Examples of Duties:

• Answer phones, greet visitors, and direct received court filings to the appropriate judicial officer.
• Assist with scheduling appointments and maintaining calendars.
• Maintains confidentiality regarding sensitive information and files.
• Schedule and coordinate staff and other meetings as requested by the Administrative Judge and personal bailiff.
• Prepare communications, such as memos, emails, invoices, reports, and other requested correspondence.
• Create and maintain filing systems, both electronic and physical.
• Performs clerical and administrative duties such as composing letters, memos, reports, and invoices for the Administrative Judge of the Cleveland Housing Court.
• Researches and collates data and gives directives to other staff members for such according to established time frames. 
• Registers the Administrative Judge, seminars, BAR memberships, and other legal organizations events. 
• Prepares yearly Financial Disclosure Statements for the Administrative Judge as requested.  
• Assists with the drafting, editing, and filing of Administrative Orders.
• Independently answers inquiries requiring knowledge of policies and procedures or directs them to proper departments. 
• Coordinates docket coverage needs of the Court. 
• Coordinates and schedules meetings; may serve as recorder of minutes with responsibility for transcribing and distributing meeting minutes.  
• Arrange business itineraries and coordinate travel for the Administrative Judge and other staff; submit the Administrative Judge’s travel reconciliation to the finance department as required. 
• Performs other duties as assigned by the Judge and personal bailiff.

MINIMUM QUALIFICATIONS AND REQUIREMENTS

1. Bachelor’s Degree Required.
2. Legal/Paralegal administrative experience required.
3. Excellent written and verbal communication skills.
4. High level of proficiency in computer applications, including case management systems, Microsoft Office programs, and video conference software.
5. Ability to draft memos, and prepare bookings and travel arrangements.

COURT’S EXPECTATIONS OF EMPLOYEE In completing the duties and responsibilities of this position, the Court expects the incumbent will adhere to all court policies, guidelines, practices, and procedures; act as a role model both inside and outside the Court; perform duties as workload necessitates in a timely, accurate and thorough manner; be conscientious about meeting department productivity standards; and communicate regularly with supervisor about department issues. 

AT-WILL EMPLOYMENT The Administrative Assistant is an at-will employee and serves at the pleasure of the Court; she/he is not in the classified civil service system and is not a member of a bargaining unit. The Court is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills, and experiences within our workforce. 

DRUG SCREEN AND BACKGROUND CHECK Job offers are contingent upon passing a pre-employment screening as mandated by the City of Cleveland. These screenings include a criminal background check and a drug screen. New hires will be placed on a 180-day probationary period. 

COVID-19 VACCINE REQUIREMENT The Cleveland Housing Court considers the health, safety, and well-being of our entire community to be a top priority. In alignment with this priority, all new hires must provide proof of having received the COVID-19 vaccination.  

This is not a remote position.

Salary : $56,000