Administrative Specialist

ADMINISTRATIVE SPECIALIST

Salary: $17.28 per hour ($35,942.40 annually)

Employment Status: Full-Time

FLSA Status: Non-Exempt

Reports to: Deputy Court Administrator – Court Administrative Services

Civil Service Status: Classified

Work Schedule: 40 hours per week

Decision Band: B23

Department/Division: Court Administration

DISTINGUISHING JOB CHARACTERISTICS:

Provides administrative support for the Court Administrator, Deputy Court Administrator of Administrative Services, and the Judges.  Serves as liaison with Public Works and the Sheriff’s Office.

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. Performs complex duties as a support to the Court Administrator, Deputy Court Administrator of Administrative Services and General Division Judges. Uses broad spectrum of automated office systems to perform tasks including production of typed copy of routine and confidential correspondence and reports. Proofreads material for accuracy and completeness including correction of grammar, punctuation and spelling. Prepares reports, brochures, information booklets, publications, memos & presentations for dissemination outside of the work unit and in the Court.  Relieves the Court Administrator and Deputy Court Administrator of routine administrative tasks by composing and answering correspondence. Provides direct responses in situations that do not require personal attention of supervisor.

2. Reviews Judges’ Meeting agenda and handouts with the Administrative Judge and Court Administrator. Prepares and distributes agenda and handouts to Judges and Court Administrator. Takes minutes at the monthly Judges’ Meeting including when Judges go into Executive Session. Prepares minutes for distribution. Prepares synopsis of minutes for judicial staff. Transmits decisions and/or directives from Judges to the various Court divisions/departments. Maintains project assignments list for Court Administrator. Maintains list of approved items for future reference.

3. Prepares all agendas & packets for judicial committees for distribution to committee members. Prepares/coordinates annual schedule of judicial committee meetings and Judges’ Luncheons. Maintains copies of all minutes and handouts.

4. Represents Court Administrator and Deputy Court Administrator of Court Administrative Services by serving as liaison between them and subordinates.  Transmits decisions & directives.

5.Ensures the Court’s Local Rules of Practice and Procedure are consistent with rules promulgated by the Supreme Court of Ohio and in compliance with legal

6.Researches and analyzes materials, information and programs. Utilizes Lexis Advance for research. Provides information/advice to aid administrators in decision making. Makes recommendations and assists in developing new procedures & programs for

7.Maintains annual responsibility for scheduling and coordinating the following meetings for the Court Administrator and Deputy Court Administrator of Court Administrative Services:

5. Direct report staff meetings
6. Departmental meetings
7. Administrators’ Meetings
8. All other meetings as necessary

8.Responsible for following rules as dictated by the Rules of Superintendence for the Courts of Ohio to include notifying the Supreme Court of Ohio of the following:

1. Newly elected Presiding Judge (letter to be sent by January 15th each year)
2. Newly elected Administrative Judge (entry and letter to be sent by January 15the each year)
3. Current copy of the Court’s Local Rules (letter and Rules to be sent by February 1st of each year)

9.Coordinates Lexis Advance user account information for the General Division, Juvenile Court, and Probate Court. Acts as liaison for the various

10.Makes travel arrangements as required for the General Division Judges, Magistrate, Court Administrator and Deputy Court Administrator of Court Administrative Services. Prepares itinerary and travel expense

11.Troubleshoots and problem solves as liaison with Public Works to ensure a good physical working environment for all General Division staff. Resolves maintenance

12. Participates on the Court’s judicial Security

13. Coordinates/obtains back door access cards for Court staff. Acts as liaison between the Court and the Sheriff’s Office.

14. Maintains the Court’s Emergency Notification System (Communicator). Duties include, but are not limited to, updating individual contact information, creating scenarios for use during an emergency, creating user groups, and activating the Communicator during an emergency during or after regular business

15. Ensures the Court’s Security Procedures Manual is updated annually and distributed to appropriate

16. Maintains confidential files for the Court Administrator, Deputy Court Administrator of Court Administrative Services, and

17. Prepares and maintains the Court’s tables of

18. Responsible for preparing the Court’s annual holiday schedule for distribution to Court

19. Handles sensitive telephone calls and channels calls to appropriate parties for

20. Organizes/coordinates preparation support and follow-up details for meetings and

21. Opens & distributes all mail for the Court Administrator & Deputy Court Administrator of Court Administrative Services.

22. Prepares entries for approval at the monthly Judges’

23. Maintains the Court’s judicial stockroom by ordering office supplies when

24. Works on special assignments and projects as directed. Works with various vendors to coordinate special projects for the

SCOPE OF SUPERVISION:

This position has no supervisory duties.

EQUIPMENT OPERATED:

Computer, copier, scanner, fax machine, dictation equipment, vehicle, and other general office equipment.

CONTACT WITH OTHERS:

Judges and judicial staff, management personnel and line staff, attorneys, vendors, City and County elected officials, Supreme Court of Ohio, Dayton Bar Association.

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; work independently; answer routine inquiries; establish and maintain effective working relationships with associates and job contacts; and exercise sound judgment in relieving management of administrative functions.

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):

A valid State of Ohio Motor Vehicle Operator s License is required in order to carry out job-related essential functions. If candidate does not possess an Ohio driver’s license, he/she has thirty (30) days from date of hire to obtain one.

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). 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 accommodation 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 (O.P.E.R.S.) 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. The 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.