Administrative Assistant - Municipal Court

Administrative Assistant I- Municipal Court

Department: 125 – Municipal Court

FLSA Status: Non-Exempt

Position Overview

The Administrative Assistant I provides administrative and staff support to the Municipal Court operation. Working under the supervision of the Court Administrator and the Municipal Court Judges this position provides all necessary organizational support such as drafting correspondence, scheduling appointments, preparing and reviewing court dockets, organizing and maintaining electronic files and is responsible for a variety of other tasks as assigned by the Court Administrator and Municipal Court Judges.

Essential Job Functions

Essential duties and functions, pursuant to the Americans with Disabilities Act, May include the following. Other related duties may be assigned.

• Maintain a high level of professionalism and confidentiality.

• Performs general administrative duties to include but not limited to: attend meetings, photocopy, scan, fax, e-mail and electronic filing.

• Manages and maintains the judge's dockets, calendar and court schedules.

• Prepare expungement, standing, and administrative orders for judges' signature.

• Expunge cases per judges' orders.

• Submit court dockets to be published weekly.

• Create and maintain the court calendar in the case management system.

• Meet and greet visitors and callers, handle their inquiries, and direct them to the appropriate persons according to their needs.

• Organize and maintain electronic filing systems for court records, correspondence, and other material.

• Composes, type, and distribute documents, policies, memos, letters, meeting notes, and reports, using Microsoft Word, Excel, or PowerPoint.

• Reads and analyzes incoming memos, submissions, and reports to determine their significance and plan their distribution.

• Opens, reads, routes, and distributes incoming mail and other material, and prepare answers to routine letters.

• Completes forms in accordance with departmental procedures.

• Setup and coordinate meetings and conferences.

• Review court documents i.e. motions, warrants, orders and other affidavits for the Judges signature.

• Issues building security keycards to staff and others approved by the court administrator.

• Work with Court Accountant to manage inventory and assist vendors.

• Opens, reads, and responds to email received through the court's main email account, after consultation with the court administrator if appropriate.

Knowledge, Skills and Abilities

Must possess required knowledge, skills, abilities and experience and be able to explain and demonstrate, with or without reasonable accommodations, that the essential functions of the job can be performed.

• Knowledge of legal, administrative, and general office procedures and systems.

• Ability to organize, set priorities and exercise sound judgment within areas of responsibility.

• Knowledge of principles and practices for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

• Ability to interpret, apply and reach sound decisions in accordance with Court policies and procedures.

• Must demonstrate knowledge of the structure and content of the English language including vocabulary, spelling, and rules of composition, grammar, punctuation and legal terminology.

• Knowledge of electronic equipment and computer hardware and software, including proficiency with Microsoft Word, Excel, Power Point, Outlook, Adobe Acrobat and knowledge of other software as needed by the Municipal Court.

• Ability to work in an environment that includes frequent interruptions, simultaneous attention to multiple tasks and meeting legally-established deadlines.

• Understand and follow oral and written instructions and respect limits of authority.

• Ability to use tact, discretion and courtesy in dealing with sensitive situations and disgruntled customers.

• Must be able to maintain confidentiality of Court documents and records.

• Must be able to demonstrate and type accurately at a speed necessary to perform assigned duties.

• Ability to maintain harmonious and effective working relationships with other employees, supervisors and other departments.

• Must be able to demonstrate a typing skill of 50 words per minute.

Education and Experience

High school diploma or equivalent required. A college degree and/or coursework in criminal law, the criminal justice system, or paralegal studies is preferred. Two to four years previous experience in an administrative capacity; with experience in the legal or court environment highly preferred. Other combinations of experience and education that meet the minimum requirements may be substituted.

Required Licenses or Certificates

Must possess valid Mississippi driver's license. Must have the ability to obtain and complete certification of the National Incident Management System courses.(NIMS)

Physical Demands and Working Conditions

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical requirements include occasional lifting/carrying of 10+ pounds; visual acuity, speech and hearing; hand and eye coordination and manual dexterity necessary to operate a computer keyboard and basic office equipment. Subject to sitting, standing, reaching, walking, twisting and kneeling to perform the essential functions. Working conditions are indoors.