Administrative Assistant - Circuit Court/Juvenile Court

Salary: $22.68 - $29.48 Hourly
Location : West Olive, MI
Job Type: Full-Time
Job Number: 61650001
Department: 20th Circuit Court
Opening Date: 12/04/2023
Closing Date: Continuous
FLSA: Exempt
Bargaining Unit: Unclassified
Job Description
Under limited supervision, provides executive support for the Circuit Court Administrator, Director of Juvenile Court and the Administrative Team. Performs highly responsible clerical, technical and sub-administrative work of a confidential nature for the court requiring detailed knowledge of specialized court and department operations, rules and technical and administrative procedures and/or is responsible for complex administrative functions within the court.
This is a full-time benefited position working out of the Fillmore Complex in West Olive, Michigan. Travel to other county locations as needed. Typical working hours are Monday-Friday, 8:00a.m.-5:00p.m.
Essential Job Functions
The essential functions of this position include, but are not limited to, the following:

1. Performs a variety of executive and administrative support functions required for effective and efficient administration of the 20th Circuit and Ottawa County Probate Courts.
2. Manages and maintains the Circuit Court administrators and Juvenile Court directors schedule and other team members' calendars, as requested; prepares and distributes meeting agendas and all materials; schedules meeting sites and/or coordinates teleconference meetings on a local, state and national level; and provides other direct support for the administrator and director.
3. Provides administrative support to the Chief Circuit and Chief Probate Court Judges, as needed. Responsible for preparing, reviewing and distributing designated information on behalf of the Circuit and Probate Court Judges for both internal and external purposes.
4. May be responsible for preparing and distributing supporting financial documentation on behalf of the Circuit Court Administrator for budget meetings, audits, contracts and request for proposals.
5. Prepares confidential documents and reports; maintains confidential files and records including, but not limited to, employee, disciplinary and investigative files and ensures the integrity of confidential materials.
6. Responsible for being the social media liaison on behalf of the Circuit and Probate Court. Will develop and curate engaging content for the Circuit and Probate Court social media platforms.
7. Prepares and maintains all files, including files for confidential issues, contracts, FOIA requests, HIPAA matters, policy and procedure interpretations.
8. Administers the Emergency Contract Policy, preparing, obtaining proper signatures for and distributing emergency contracts to authorized contractual agents.
9. Drafts agenda items; prepares supporting documentation; and monitors the progress of tasks and assignments which may require researching issues.
10. Collecting, compiling, and documenting information identified in meetings.
11. May devise and develop office forms and procedures. Creates and maintains databases and produces a variety of reports related to departmental policies, procedures and programs. Creates, formats, and edits documents.
12. Provides administrative and clerical support back-up throughout the court, as needed.
13. Assists with coordinating Circuit and Probate Court events such as the All Staff meeting, Professionals Advocating and Caring for Kids annual event, Adoption Day, and more.
14. Assists the administrator, director and/or administrative team members on special projects by making calls, collecting and compiling information, checking on various potential sources of information, reviewing/monitoring contracts, and providing related support assistance.
15. Supports the management of relationships with external partners; schedules meetings; manages the flow of information between partners and court administration; receives work in progress; and ensures agreed upon support services are provided.
16. Prepares correspondence and other documents for signature; researches issues by calling other counties or agencies and collecting and compiling information.
17. Collects, compiles and prepares data reports for use in developing the court's annual report and strategic plan.
18. Coordinate travel arrangements for court administration.
19. Performs the role of the court contact with other governmental agencies to exchange information on matters of mutual interest.
20. Prepare and maintain all juvenile court grant files and writes quarterly progress reports, as necessary.
21. Performs a variety of support functions such as metering mail, filing, preparing mailing lists, making copies, and related tasks.
22. Performs other related functions as assigned.

Required Education, Training and Experience
Associate's Degree in business administration, accounting, or related area. Experience in court administration, business information systems, legal field or other relevant field with four (4) years of progressively responsible experience in an Administrative Assistant capacity, office management, or related administrative experience; or an equivalent combination of education and experience. Bachelor's Degree preferred.
Additional Requirements and Information
Required Knowledge and Skills:

1. Thorough understanding of confidentiality and privacy issues.
2. Thorough working knowledge of court administration practices and principles.
3. Computer literacy, including thorough working knowledge of word processing, spreadsheets, database management applications software and power point.
4. Excellent verbal and written communication skills.
5. Excellent interpersonal and human relations skills.
6. Excellent time management skills
7. Good working knowledge of contract administration practices and principles.
8. Ability to interact positively and professionally with elected officials, department directors, managers, judges and others.

Notes:

1. Employees in this classification must be able to pass a stringent background investigation.
2. Verbal and written fluency in Spanish, Thai, Lao or other language commonly spoken by one or more demographic groups represented in the population strongly preferred.

Physical Requirements:
Must be able to perform essential job functions with or without reasonable accommodations, including, but not limited to, visual and/or audiological appliances and devices to increase mobility.
Working Conditions:
Work is performed in both a normal office environment and in worksites where court clients might be present.
Disclaimer:
This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee. Duties, responsibilities, and activities may change, or new ones may be assigned at any time with or without notice.
Ottawa County is an Equal Opportunity Employer
This position is benefited and is subject to the Unclassified group manual.
Ottawa County offers a wide range of benefits to support you in your career. View the for more information.
The current Unclassified group manual can be viewed The 2023 Ottawa County Universal Wage Scale can be found