Administrative Support II - Court Services

Class Concept

At Dublin, it’s more than just a job. We offer amazing benefits, opportunities to support City wide events and initiatives, and an ability to grow and develop. Being employed by a local government, you may also be eligible for the Public Service Loan Forgiveness Program.

Working at the City of Dublin is more than just a job – Join the City of Dublin today! In addition to a competitive pay plan, the City offers a comprehensive benefits program for our permanent full-time employees that includes, but is not limited to, the following:

• Opportunity to earn premium-free medical, dental, and vision benefits
• Employer-provided contributions to Health Savings or Health Reimbursement Account
• Healthy By Choice Wellness Program
• Employer-provided Short-term Disability (Non-Union Employees)
• Employer-provided Life Insurance
• Vacation, Sick, and Personal Leave
• Longevity Pay
• Tuition Reimbursement
• Employee Assistance Program
• Dublin Community Recreation Center Membership

Examples of Duties

Essential Functions:
Performs skilled and specialized administrative duties for Division of Court Services including calendar management, agenda coordination, data entry, generates reports and memos, tracks budget, maintains accounting and billing records, monitors and initiates financial transactions, coordinates travel and training arrangements, special events, administrative record keeping, etc.

Processes and monitors financial transactions, including researching and resolving discrepancies, p-card reconciliation, creates purchase orders, and reconciles receipts. Runs reports, manages and tracks budget, maintains accounting and billing records, and other intermediate level budget and accounting tasks.

Organizes meetings, creates agendas, edits correspondence, originates and formats reports, orders office supplies or other similar responsibilities.

Prepares travel estimates, generates travel reports, arranges travel plans, reservations, and training registrations; creates purchase requisitions for travel and training expenses.

Responsible for records management and retention including scanning and records destruction in accordance with established retention guidelines.

Greets visitors and routes them to appropriate individuals. Screens and prioritizes incoming calls. Researches and responds to internal and external customer inquiries and determines and takes appropriate action as required. Serves as a resource regarding defined set of policies and procedures.

Composes and produces documents, including drafting and generating routine communications; coordinates production (formatting, copying, etc.) and dissemination of documents, such as presentations, handouts, conference and seminar materials, reports, brochures, and displays.

Employee may be exposed to some confidential and sensitive information acquired incidental to, or as part of job responsibilities.

May take an active role in managing all or part of a project.

This position provides backup coverage for the other positions in Court Services and will be crossed trained on other job functions.

Other duties as assigned.

Typical Qualifications

Minimum Qualifications:
High School diploma or GED and 3-5 years’ work experience performing intermediate level clerical and administrative support responsibilities.

Experience with Microsoft Office Suite, computer operations.

Experience with billing, invoicing and using a financial system preferred.

Physical Requirements:
Ability to operate standard office equipment in performing essential functions of work.

Ability to type in a sustained and continuous manner.

Other Qualifications:
Regular attendance, as governed by and in accordance with applicable rules, regulations, procedures and laws, is regarded as an essential requirement of this classification.

Compliance with training directives established by supervisory/managerial personnel.

Adherence to all applicable Federal and State safety laws, rules, and regulations and City safety policies/procedures.

Incumbent must model the following established core values: Integrity, Respect, Communication, Teamwork, Accountability, Positive Attitude, and Dedication to Service.

Core Competencies

Customer Focus: Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services, acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Problem Solving: Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all fruitful sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and doesn’t stop at the first answers.

Time Management: Makes decisions in a timely manner, sometimes with incomplete information and under tight deadlines and pressure; able to make a quick decision.

Priority Setting: Spends his/her time and the time of others on what’s important; quickly zeros in on the critical few and puts the trivial many aside; can quickly sense what will help or hinder accomplishing a goal; eliminates roadblocks; creates focus.

Composure: Is cool under pressure; does not become defensive or irritated when times are tough; is considered mature; can be counted on to hold things together during tough times; can handle stress; is not knocked off balance by the unexpected; doesn’t show frustration when resisted or blocked; is a settling influence in a crisis.

Functional/Technical Skills: Has the functional and technical knowledge and skills to do the job at a high level of accomplishment.

Interpersonal Savvy: Relates well to all kinds of people-up, down, and sideways, inside and outside the organization; builds appropriate rapport; builds constructive and effective relationships; uses diplomacy and tact; can diffuse even high-tension situations comfortably.

Boss Relationships: Responds and relates well to bosses; would work harder for a good boss; is open to learning from bosses who are good coaches and who provide latitude; likes to learn from those who have been there before; easy to challenge and develop; is comfortably coachable.

Comfort Around Higher Management: Can deal with more senior managers; can present to more senior managers without undue tension and nervousness; understands how senior managers think and work; can determine the best way to get things done with them by talking their language and responding to their needs; can craft approaches likely to be seen as appropriate and positive.

Organizational Agility: Knowledgeable about how organizations work; knows how to get things done both through formal channels and the informal network; understands the origin and reasoning behind key policies, practices, and procedures; understands the cultures of organizations.

The City of Dublin is committed to establishing and maintaining an inclusive and equitable community. We work to ensure equal opportunity for all applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or other legally protected characteristics. We actively celebrate colleagues’ differences, support them through their careers with us, and prohibit discrimination and harassment. We strive to ensure equitable access to resources and opportunities that allow individuals and groups to feel safe, respected, motivated, and valued. Creating a culture of equity and belonging helps to ensure we meet the needs of all residents, visitors, and City of Dublin employees.