Administrative Assistant

GENERAL DUTIES AND RESPONSIBILITIES:

• To support the vision, mission and guiding principles of the City and Court Services department.
• While performing any procedure, all associates and contract personnel must observe applicable Safety, Health, and Environmental rules and guidelines. The use of appropriate personal protective equipment is required.
• Attend and participate in training opportunities and seminars relevant to this position.
• Adhere to appropriate City operating procedures, benefit rules, employment, and safety policies/practices.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Greet and assist the public with court-related inquiries
• Answer phone calls and emails, providing accurate information regarding court procedures, case statuses, and fine payments
• Schedule court hearings, trials, and other proceedings
• Prepare, process, and file court documents, ensuring compliance with municipal and state regulations
• Maintain and update case files, dockets, and records in electronic and physical formats
• Process payments for fines, fees, and bonds, issuing receipts and balancing daily transactions
• Draft correspondence, reports, and meeting minutes as required
• Ensure confidentiality and proper handling of sensitive information
• Assist in the preparation of court dockets and notify relevant parties of scheduled hearings
• Perform additional administrative duties as assigned by the Court Administrator

JOB SCOPE:

The purpose of this position is to ensure the effective and efficient daily operations of the Municipal Court.

Guidelines: Guidelines include City and Departmental policies and procedures, City Codes and Ordinances, Federal, State, and Local laws, and GCIC Rules and Regulations.

COMMUNICATIONS/CUSTOMER CONTACT:

Contacts are typically with co-workers, attorneys, judges, solicitors, other law enforcement agencies, and the general public. Contacts are typically to give and exchange information, provide services, resolve conflicts, and solve problems.

COMPETENCIES/SPECIFIC EXPERIENCE OR TRAINING PREFERRED:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Minimum Qualifications:

• High school diploma or GED required; associate’s degree in business administration, criminal justice, legal studies, or a related field preferred
• Previous experience in a court, legal, or government setting a plus

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and court management software.
• Must maintain professionalism, discretion, and confidentiality.

Knowledge, Skills and Abilities:

• Basic knowledge of the practices and procedures involved in law enforcement record keeping and confidentiality;
• Knowledge of City policies, procedures, codes, ordinances and applicable State, federal, and Local laws;
• Knowledge of municipal court procedures, legal terminology, and state laws
• Knowledge of modern office practices, methods, equipment, and standard clerical procedures;
• Knowledge of basic bookkeeping practices;
• Knowledge of basic math and accounting practices;
• Skill in operating a computer and entering data into a database;
• Ability to read and comprehend various technical reports and legal terminology;
• Ability to handle multiple tasks efficiently in a fast-paced environment.
• Ability to handle confidential information;
• Ability to handle stressful situations;
• Ability to communicate with confrontational people;
• Ability to maintain accurate records;
• Ability to type and enter data correctly;
• Ability to prepare monthly reports;
• Ability to communicate clearly and concisely, both orally and in writing;
• Ability to establish and maintain positive working relationships with those contacted in the course of work;
• Ability to organize and prioritize work and appropriately schedule court activities

Equipment and Applications:

• Computers and peripheral equipment
• Designated software applications
• Telephones, copiers and other office equipment

JOB CONDITIONS:

Physical Demands: Visual acuity in both eyes, normal color vision, good accommodation and no field deficits; hear in-person, radio and telephone conversations; recognize differences or changes in sound patterns, loudness or pitch; speak audibly and clearly; identify and distinguish smells of different materials; sit or stand for prolonged periods; walk, run, kneel, stoop, crawl and crouch; make precise and coordinated finger, hand and limb movements; maintain uniform, controlled hand-arm posture or movement; lift and carry boxes of evidence and/or supplies (average 50 pounds).

Work Environment: Work is performed in an office environment and may require a willingness to work any hour of the day or night (shift work), overtime, or weekends.