What are the responsibilities and job description for the Executive Secretary - Judicial Administration position at St. Louis County, MO?
The St. Louis County Director of Judicial Administration is accepting applications for an Executive Secretary. This position reports to the Director of Judicial Administration and will work closely with court staff and judges on the administration of court services. This position will perform secretarial and administrative support duties for the Judicial Administrator.
The successful candidate will have experience performing clerical work, minor administrative tasks; handling confidential, highly sensitive information distinguishes this job class from OA41-Secretary.
The starting salary for this position is $21.68 hourly.
Examples of Duties
- Greets visitors in person and by phone responding to various inquiries, requests, and complaints by giving information and referring to appropriate staff.
- Schedules the Director's calendar for meetings and appointments coordinating arrangements. Informs and provides the Director with the necessary material for meetings and events.
- Sets the marriage schedule and assigns judges and typists for marriage duty.
- Receives, reads, and prioritizes daily mail for the Director's review.
- Prepares correspondence, memorandums, reports, and minutes often of a confidential nature.
- Prepares agenda for meetings; takes and transcribes minutes.
- Types proposed judgments and orders for the judges and staff, as needed.
- Keeps track of parking for judges and commissioners.
- Organizes and maintains electronic and paper records through filing, retrieval, storage, and destruction.
- Prepares yearly calendars including duty and court calendars.
- Maintains mental evaluation files (i.e. prepares orders, schedules appointments, distributes evaluations, etc).
- Submits work orders for cleaning, repairs, etc. for multiple locations throughout the courthouse.
- Performs related work as required.
Essential Function Examples
Coordinate arrangements for conferences, meetings and travel.
Compose correspondence on behalf of the County Department Director and prepare reports and summaries, often of a highly sensitive nature.
Provide information, assistance and clarification to parties regarding policies and procedures.
Organize and monitor office operations and procedures and other support services to ensure an efficient work process.
Establish and maintain highly confidential files and records.
Set priorities for incoming work and distribute to the appropriate area or person.
Marginal Function Examples
Perform other duties as required or assigned.
This document defines the job class as a whole and provides examples of work that may typically be performed by the assigned positions. It does not represent any single position.
Minimum Qualifications
A minimum of five years of progressively responsible clerical experience; or an equivalent combination of training and experience. Applicants with previous experience in the legal field may be given preference. Successful candidates will be highly proficient in all Microsoft Office Suite applications.
Additional Information
SELECTION AND APPOINTMENT: A selection committee will evaluate the qualifications of each applicant which will include recentness and appropriateness of the applicant's education and experience, answers to the supplemental questions, results of employment references investigated and any other appropriate information available. The selection committee will admit to the interview only those persons who possess the most job-related qualifications and may establish admittance criteria beyond the minimum qualifications stated above. The interview will comprise 100% of the applicant's earned grade. A candidate must earn a qualifying grade of 70 or more on the interview to be eligible for appointment. After initial interviews with the selected candidates are conducted, an email will be sent to the address on file with instructions on how to complete and submit a Conviction Questionnaire. Candidates have 3 days to complete the required questionnaire. The five top ranking candidates, based on the final grade, will be certified to the Department Director/Appointing Authority who will make the final decision. All applicants conditionally offered a merit position will be required to submit to urinalysis to screen for illegal drug use prior to appointment. Screening will be performed by a reputable clinical laboratory. The cost of screening will be covered by the County.
St. Louis County offers its employees many excellent benefits with paid medical insurance, 20 days of PTO (paid time off) the first year and increasing with seniority, and 11-12 paid holidays. Employees hired for full time employment will participate in the St. Louis County retirement plan where they contribute 4% of their salary to the defined benefit plan with vesting after 7 years. Other benefits include: paid life insurance, a credit union, 457 Deferred Compensation Plan, pre-tax premium pay plan, dependent care and medical expense reimbursement plans, and short and long term disability insurance.
In addition to these benefits, as of January 1, 2023, St. Louis County approved up to 480 hours of paid parental leave for eligible employees welcoming new children, either by birth or adoption. The employee can also take up to 80 hours of leave for prenatal care and up to 80 hours for care of the child within the first year.
Salary : $22
