Administrative Assistant

ESSENTIAL TASKS

The tasks listed below are those that represent the majority of the time spent working in this class.  Management may assign additional tasks related to the type of work of the class as necessary.

Provides administrative and secretarial support to the staff of the Office of the Probate Judge, performing such duties as scheduling meetings and hearings, maintaining calendars, screening and sorting daily mail, composing routine letters for supervisor’s signature, typing memos and correspondence, making travel arrangements, etc.

Opens and closes case files.

Clocks in, indexes and files case records.

Enters case information into computerized case management system; updates case files as necessary.

Prepares, types, copies, files and/or transmits various letters, memoranda, court orders, legal documents, notices, etc.; prepares various documents needed for hearings.

Interacts with a variety of individuals and groups in order to provide and obtain information concerning the various cases being processed through Probate Court.

Assists in scheduling hearings; schedules attorneys for hearings; notifies all interested parties.

Evaluates office operations and makes recommendations for changes in policies and procedures as appropriate to enhance office effectiveness and efficiency.

Researches and compiles data and information as required for reports and for decision-making purposes.

Answers the telephone; provides information and assistance as requested; forwards calls to appropriate staff person; greets and assists office visitors.

Performs other general clerical work as required, including but not limited to compiling data for reports, copying and filing documents, entering and retrieving computer data, processing daily mail, ordering office supplies, etc.

Receives and responds to employee / public inquiries, concerns and requests for assistance in areas of responsibility.

Attends staff and County meetings as required.

Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.

INVOLVEMENT WITH DATA, PEOPLE, AND THINGS

DATA INVOLVEMENT:

Requires gathering, organizing, analyzing, examining or evaluating data or information and may prescribe action based on such data or information.

PEOPLE INVOLVEMENT:

Requires giving information, guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistants.

INVOLVEMENT WITH THINGS:

Requires handling or using machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner.

COGNITIVE REQUIREMENTS

REASONING REQUIREMENTS:

Requires performing semi-skilled work involving set procedures and rules but with frequent problems.

MATHEMATICAL REQUIREMENTS:

Requires using addition and subtraction, multiplication and division, and/or calculating ratios, rates and percentages.

LANGUAGE REQUIREMENTS:

Requires reading technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word form.

MENTAL REQUIREMENTS:

Requires doing clerical, manual or technical tasks requiring a wide range of procedures and requiring intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

VOCATIONAL/EDUCATIONAL AND EXPERIENCE PREPARATION

VOCATIONAL/EDUCATIONAL PREPARATION:

Requires high school diploma or GED equivalent supplemented by formal training, special courses or self-education that is equivalent to satisfactory completion of one year of college education or specialized advanced training in secretarial science, office administration or a closely related field; Associate’s degree is preferred.

SPECIAL CERTIFICATIONS AND LICENSES:

Must possess a valid state driver’s license.

Must be capable of being bonded and passing a SLED check and drug screening.

EXPERIENCE REQUIREMENTS:

Requires over two years and up to and including four years.

AMERICANS WITH DISABILITIES ACT REQUIREMENTS

PHYSICAL AND DEXTERITY REQUIREMENTS:

Requires sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.

ENVIRONMENTAL HAZARDS:

The job risks exposure to no known environmental hazards.

SENSORY REQUIREMENTS:

The job requires normal visual acuity and field of vision, hearing and speaking ability.

JUDGMENTS AND DECISIONS

JUDGMENTS AND DECISIONS:

Responsible for guiding others, requiring a few decisions affecting a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions but with some variations from the routine.

ADA COMPLIANCE

Richland County is an Equal Opportunity Employer.  ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities.  Prospective and current employees are invited to discuss accommodations.

Compensation Range: $17.85 - $28.54