What are the responsibilities and job description for the EDJ Administrative Assistant position at Jefferson County?
Objective:
To maintain and coordinate all phases of the clerical/secretarial and bookkeeping duties of the Magisterial District Court.
Qualifications:
A. Education/Training:
1. High School Diploma or equivalent required, plus some business/clerical and computer and/or bookkeeping training.
2. Valid driver’s license preferred.
B. Work Experience:
1. 1-2 years’ work experience in an office setting, court system preferred.
Background Clearance:
Valid Pennsylvania State Police and/or FBI clearance.
Knowledge, Skills, and Abilities Required:
1. Must be able to speak and understand the English language as well as follow oral and written instruction.
2. Must possess initiative and problem-solving skills.
3. Must possess the flexibility to function both independently and efficiently with general public, government officials, staff, and others.
4. Must maintain personal integrity.
5. Must possess the ability to multi-task while meeting deadlines.
6. Must maintain confidentiality in regards to county information and records.
7. Must possess the technical knowledge of operating personal computers and other office equipment as necessary with accuracy and reasonable speed.
8. Must possess the knowledge and ability to practice current and accurate usage of grammar, spelling, and filing procedures.
9. Must possess the ability to perform simple math calculations with accuracy and reasonable speed.
10. Must possess the ability to learn county and legal rules, procedures, and practices.
11. Must possess the knowledge of legal terminology.
12. Must possess the ability to prepare and maintain files and reports.
13. Must possess some knowledge of the operation and procedures of civil and criminal court systems.
Physical and Mental Requirements:
1. Must be able to sit, stand, and walk intermittently throughout the workday with frequent twisting, stooping, bending, reaching, grasping, and lifting/carrying objects weighing a maximum of 10 pounds necessary to carry out essential job duties.
2. Dexterity requirements range from coordinated movements of fingers/hands to simple movements of feet/legs/torso as necessary to carry out essential job duties.
3. Must demonstrate emotional stability and the ability to cope with the physical and mental stress of the position.
4. Must be attentive to detail.
Duties and Responsibilities:
1. Answers telephone and responds to routine inquiries or takes messages/transfers calls to the appropriate individuals.
2. Greets and assists the general public and directs them to the courtroom or other county offices.
3. Reviews, sorts, and distributes mail and correspondence within the department.
4. Maintains and updates the monthly calendar, scheduling and cancelling appointments as necessary.
5. Schedules summary trials, continuances, and other hearings as necessary and closes cases when cleared.
6. Processes certified mailings of civil/criminal complaints, court orders, etc.
7. Prepares a variety of legal forms and documents including civil/criminal complaints, warrants, subpoenas, bonds, commitments, notices, etc.
8. Files and dockets citations, complaints, and all actions taken in each case.
9. Updates information to the computer database.
10. Maintains up-to-date manuals for department use.
11. Compiles data within the department for the completion of reports.
12. Assists in collecting monies due to the department and makes the appropriate recording, posting, and recordkeeping for same; writes checks and makes bank deposits as required.
13. Maintains inventory of supplies.
14. Assists staff with clerical duties in absence of other clerical staff members, or as needed.
15. Operates computers and other office equipment as needed.
16. Attends meetings and trainings as required to maintain competency.
17. Performs other job-related duties as assigned.
Working Conditions:
1. Works indoors in adequate work space, lighting, temperatures, and ventilation.
2. Average indoor and outdoor exposure to noise and stress but subject to frequent disruptions.
3. Normal indoor exposure to dust/dirt.
4. Travels rarely.
5. Works occasionally with potentially volatile, hostile, or aggressive individuals.
Job Type: Full-time
Pay: From $14.07 per hour
Benefits:
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Retirement plan
- Vision insurance
Schedule:
- Day shift
- Monday to Friday
Work Location: In person
Salary : $14
