ADMINISTRATIVE ASSISTANT – MANAGEMENT INFORMATION SYSTEMS (MIS)
Salary: $15.89 per hour ($33,051.20 annually)
Employment Status: Full-Time
FLSA Status: Non-Exempt
Reports to: Deputy Court Administrator – Management Information Systems
Civil Service Status: Classified
Work Schedule: 40 hours per week
Decision Band: B22
Department/Division: Management Information Systems
DISTINGUISHING JOB CHARACTERISTICS:
Provides administrative and secretarial support for the Deputy Court Administrator(s) of Management Information Systems.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons, covered by the Americans with Disabilities Act, in accordance with its requirements.
1. Provides secretarial support responsibilities to relieve management of administrative and clerical tasks. Processes correspondence, tables, reports, documents, forms, and other materials. Processes/sorts incoming mail. Processes documents of a confidential nature. Types from rough written copy and dictation, or general instruction. Composes or independently answers correspondence, and signs correspondence for the Deputy Court Administrator.
2. Provides IT Service Desk staffing and routes tickets to appropriate resources within Cherwell to Tier One IT staff for resolutions. Uses Cherwell Help Desk, Asset Management, and Purchasing Modules for MIS business.
3. Screens telephone calls and visitors for Deputy Court Administrator. Greets visitors and provides routine information to the general public and others. Manages appointment calendar for Deputy Court Administrator. Schedules and coordinates meetings and reminds management of future events and other matters.
4. Serves as liaison between Deputy Court Administrator and other administrators, offices, and staff. Gives and receives information, including relaying policies, procedures and downtime for network, coordination of new equipment installations, and completion of project request forms.
5. Makes travel arrangements for Deputy Court Administrator and staff, including registration, air transportation, hotel accommodations, car rentals, prepares itinerary and other matters. Submits documentation with estimates for travel and completes documentation, processes reimbursement of travel expenses through Montgomery County Performance System for Deputy Court Administrator and other staff. Handles all billing through the Montgomery County Performance System.
6. Sets up and maintains confidential files. Responsible for ordering and maintaining all office
7. Maintains annual responsibility for scheduling and coordinating departmental meetings for forthcoming year, including monthly individual staffing, managers’ meetings, and full staff meetings. Books meeting rooms, coordinates meeting details, schedules times, makes catering arrangements and books location. Prepares meeting materials, makes confirmations, and prepares meeting materials for Deputy Court Administrator. Composes agenda items and minutes as requested by the Deputy Court Administrator. Records and disseminates meeting
8. Performs clerical tasks of general or routine nature. Types and distributes memos and forms; maintains and searches files, copies documents, reads, sorts, and distributes correspondence, faxes materials. Orders and maintains all office
9. Conducts research through internet and software, and prepares research reports. Handles special projects, gathers statistics, formats information, and compiles reports for management signature. Institutes office
10. Develops a process and centrally monitors and maintains the Court’s toner
11. Develops process and manages use of Court vehicles for MIS
12. Handles all helpdesk tickets and other office equipment needs for
13. Processes sealed
14. Processes Performance invoices, vouchers, various vendors with the Deputy Court
15. Helps maintain the Court’s Security Awareness Training Program with the Deputy Court
16. Processes onboarding/offboarding of
17. Other duties as
SCOPE OF SUPERVISION:
This position has no supervisory duties.
EQUIPMENT OPERATED:
Computer, copier, scanner, fax machine, dictation equipment and other general office equipment.
CONTACT WITH OTHERS:
Judges and judicial staff, management personnel and line staff, attorneys, vendors, and the general public.
WORKING CONDITIONS:
Good working conditions.
USUAL PHYSICAL DEMANDS:
The following physical demands are typically exhibited by position incumbents performing this job’s essential duties and responsibilities. These physical demands are not, and should not be construed to be job qualification standards, but are illustrated to help the employer, employee and/or applicant identify tasks where reasonable accommodations may need to be made when an otherwise qualified person is unable to perform the job’s essential duties because of an ADA disability.
While performing duties of this job, the employee regularly exhibits digital dexterity and eye-hand coordination when performing typing and other tasks. The employee frequently sits for extended periods of time, and occasionally stands and walks. Employee converses verbally with others in person and by telephone. Vision demands include close, relatively detailed vision when typing and using a computer screen.
RECRUITMENT REQUIREMENTS:
An appropriate combination of education, training, course work and experience may qualify an applicant to demonstrate required knowledge, skills, and abilities. An example of an acceptable qualification: Associate’s Degree and three years related secretarial and administrative experience, with training in use of computers. Experience may be substituted for education. Ability to document identity and employment eligibility within three (3) days of original appointment as a condition of employment in compliance with Immigration Reform and Control Act requirements.
REQUIRED KNOWLEDGE, ABILITIES AND SKILLS:
Knowledge of: Court judicial system and processes; secretarial science; office practices and procedures; English word usage, spelling, sentence structure and punctuation; administrative and office management.
Ability to: Maintain confidentiality of confidential and sensitive subject matter; work independently; exhibit a pleasant telephone manner; answer routine inquiries; establish and maintain effective working relationships with associates and job contacts; and exercise sound judgment in relieving management of administrative responsibilities.
Skill in: Oral and written communication; production typing; filing documents in alphabetical, numerical and subject order; word processing; and operating general office equipment.
LICENSE REQUIREMENT(S):
None.
Web Address:
You can obtain a Montgomery County Common Pleas Court, General Division, application at www.montcourt.oh.gov.
Application:
Applicants are required to complete the Montgomery County Common Pleas Court, General Division, application which must be received by Human Resources no later than 4:30 p.m. on the closing date.
Employment Eligibility Information:
In accordance with the Immigration Reform and Control Act of 1986, all persons hired after November 6, 1986, are required to present to the Court, within three (3) days of their original appointment, original documents which show satisfactory proof of: 1) identity and 2) U.S. Citizenship or a legal right to work permanently in the United States.
Drug Testing and Criminal Background Check:
Prior to any candidate being offered a position or promotion with the Montgomery County Common Pleas Court, General Division, they will be required to submit to a drug test (urinalysis) at the Court s selected health care provider.
Additionally, candidates being offered a position or promotion must pass a criminal background check.
Equal Opportunity Employer:
It is the policy of the Montgomery County Common Pleas Court, General Division, that no person shall be subjected to employment discrimination because of age, race, color, gender, marital status, sexual orientation, disability, religion, ancestry or national origin.
The Montgomery County Common Pleas Court, General Division, will provide reasonable accommodations for persons with disabilities during the application, examination or selection process, if requested. Please notify Human Resources at 937-225-6161of the accommodations needed, preferably at the time of application, but no later than two days’ prior to the date needed.
MONTGOMERY COUNTY COMMON PLEAS COURT, GENERAL DIVISION BENEFITS
Vacation Leave:
Vacation leave may be granted to full-time employees upon completion of one year of service with the Montgomery County Common Pleas Court, General Division. Twenty-six (26) bi-weekly pay periods in active status shall constitute one year of service.
Sick Leave:
All Montgomery County Common Pleas Court, General Division employees are entitled to Paid Personal Leave/Long Term Sick Leave credit.
Holidays:
Montgomery County Common Pleas Court, General Division, employees enjoy paid holidays.
Health Benefits/Medical Coverage:
All employees of the Montgomery County Common Pleas Court, General Division, except part-time employees working 20 hours per week or less, employees hired for a temporary appointment, an interim appointment, or employees hired as substitutes, shall receive health benefits.
Life Insurance:
All benefit eligible employees of the Montgomery County Common Pleas Court, General Division, receive a $50,000 basic life insurance policy paid by Montgomery County. Supplemental life insurance is available for purchase.
Retirement:
Montgomery County Common Pleas Court, General Division, employees participate in the Ohio Public Employees Retirement System (OPERS). Employees contribute 10% of their salary; the Court contributes 14%.
In Addition:
The Montgomery County Common Pleas Court, General Division, offers its employees an Employee Assistance Program, access to a credit union, a Deferred Compensation Program, a Wellness Program, and direct payroll deposit. This Position Description in no manner states or implies that these are the only duties and responsibilities to be performed by the employee filling this position. They employee may be required to follow additional instructions and perform other duties required by the employee’s supervisor or designee. The provisions of this Position Description do not constitute a contract, expressed or implied, and any provision contained in this Description may be modified or revoked without notice.
