Administrative Assistant

Under the general direction of the Office Manager, performs functions of an administrative assistant for the Friend of the Court Office, such as preparing orders, typing casework reports, and preparing new case files.  Serves as receptionist for the office and responds to inquiries regarding procedural information and case status.  Receives payments from clients and issues cash receipts.  

1. Responsible for inquires made to the Friend of the Court office including answering telephone calls, email or assisting individuals in-person. Interacts and responds to inquiries from attorneys, police agencies and other government agencies.  
2. Performs a variety of support tasks, such as reviewing and distributing mail, copying, faxing and filing. Responsible for scheduling hearings and appointments for various investigations, hearings and appointments.
3. Responsible for processing payments, including verifying account numbers and ensuring credits are properly applied. Verifies receipts and balancing daily payments.  
4. Prepares various motions, orders, opinions and other legal forms, documents and reports for the Friend of the Court Referee and Investigative staff. Files all original documents with the Court and sends copies to attorneys, clients, and other government agencies as required. Responsible for proofreading documents and forms for spelling, punctuation, content, grammar, and formatting. 
5. Responsible for entering orders and modifying child support orders submitted by the referees or investigators. Monitors the 21-day waiting period for objections to orders. Provides verification to the Circuit Court Clerk’s Office following the required waiting period. Processes the final order and ensures orders are mailed to parties.
6. Maintains docket scheduling for the Attorney Referees. Prepares and mails hearing notices as appropriate. 
7. May be responsible for preparing Friend of the Court case files for divorce. Obtaining an order from the Judge and scheduling appointments with the Friend of the Court, including sending ADR orders to the parties and attorneys of record. 
8. Operates the MISCES system verifying information such as child support obligations, arrearages, payment information, addresses, bench warrants, court hearing dates, employer verification, income withholding order information and various other MISCES functions. Enters ADR and child support orders, including case notes.
9. Aids with child support cases, including responding to inquiries from employers, case workers, other agencies, clients, MDHHS and attorneys as well as other Family Court Divisions. 
   This list may not be inclusive of the total scope of job functions to be performed.  Duties and responsibilities may be added, deleted or modified at any time.

Must be a high school graduate or equivalent.  Advanced coursework in data processing and administrative assistant areas.  

One-year previous experience in a legal setting with the knowledge of legal terminology and court proceedings.  Excellent communication skills, organization and attention to detail.  Working knowledge of computers and computer applications.  

Must be an accurate typist with high typing proficiency. Good customer service and computer application skills.  

The qualifications listed above are intended to represent the minimum skills and experience levels associated with performing the duties and responsibility contained in this job description.  The qualifications should not be viewed as expressing absolute employment or promotional standards, but as general guidelines that should be considered along with other job-related selection or promotional criteria.  


Physical Requirements
[This job requires the ability to perform the essential function contained in this description.  These include but are not limited to the following requirements.  Reasonable accommodations will be made for otherwise qualified applicants unable to fulfill one or more of these requirements]:

•    Must be able to climb a step ladder to access department files. 
•    Must be able to stoop, kneel, crouch to reach files and shelving units. 
•    Must be able to lift and carry 10 lbs. 
•    Prolonged periods of sitting at a computer. 
•    Ability to stand at counter assisting clients. 
•    Ability to enter and retrieve information from a computer. 
•    Ability to operate standard office equipment and answer/operate multi-line phone. 

Working Conditions
•    Works in normal office conditions
•    Regular exposure to clients in various emotional states who may be verbally abusive or hostile. 

Salary : $34,632 - $44,990