Administrative Assistant - Court Information Technology

Department - Court Information Technology

County or State funded: State

Exempt or Non-exempt: Non-exempt

Paygrade: S-19

Salary payrate: $17.71 hourly

Basic Function and Responsibility:

This is responsible and varied administrative assistant work and may involve the performance of minor administrative assignments in a court of the Missouri State Court System, or in an office of the circuit court charged with implementation of a statewide program to centralize fine collection. Work involves serving as an administrative assistant to a commissioner, unit manager, or performing secretarial work or comparable responsibility. Work may also involve the secondary performance of court clerical duties and may involve some courtroom work. The level of work performed is differentiated by the greater degree of independence, exercise of considerable initiative and judgment and discretion in screening calls and visitors. Work is reviewed for the achievement of desired results and adherence to established policies and procedures.

Appointing Authority and Supervision Received: 

The court administrator is the appointing authority.  The administrative assistant receives direct supervision by the director of the department.

Supervision Exercised:

None.

Characteristic and Assigned Duties: (The following duties are representative of the position and do not include all duties which may be performed.)

• Serves as an administrative assistant to the director of court information technology; interviews, screens, and refers callers and visitors; answers various inquiries personally; maintains appointment schedules; maintains director’s calendar; maintains files of correspondence.
• Maintains Microsoft Excel budget workbook utilized to submit annual information technology budget as well as projecting a 5-year budget.  In addition, tracks purchases based on the current budget which tracks deficits and surpluses in account codes. 
• Initiates requisitions for budgeted purchases within information technology throughout the budget year. 
• Create, modify and remove security access utilizing badging software.  This requires specific attention to detail regarding security access levels within the court facilities.    
• Performs a variety of office administrative tasks in relieving a superior of important details; prepares status reports, prepares routine financial reports; prepares filing systems; plans and maintains an adequate supply of office materials and supplies; relays complex and important instructions and messages.
• Maintains various office records pertaining to personnel, purchasing, travel expenses,  contracts, equipment and related activities.
• Performs related work as required.

Knowledge, Skills, and Abilities: (This job description does not include specific physical requirements necessary to perform the job, such as, carrying, standing and lifting. Such requirements vary from position to position and may be determined by the appointing authority.)

• Considerable knowledge of administrative assistant practices.
• Considerable knowledge of business English, spelling, punctuation and arithmetic.
• Considerable knowledge of the Microsoft Suite, especially Excel and Word.  
• Considerable knowledge of organization operations, functions and scope of authority of the court or activity to which assigned.
• Ability to understand and follow oral and written instructions.
• Ability to make moderately complex decisions in accordance with laws, regulations and departmental policies and procedures.
• Ability to maintain administrative, fiscal and general records and to prepare reports and answer questions from records.
• Ability to compose correspondence and to perform office management details.
• Ability to establish and maintain effective working relationships with others.
• Skill in the operation of standard office equipment.

Minimum Qualifications: (Equivalent combination of relevant education and experience may be substituted on a year-for-year basis, provided a high school diploma or GED has been obtained.)

Graduation from high school and three years administrative assistant or general clerical experience.

Necessary Special Requirement: 

All candidates selected for employment will be subject to background screenings as part of the hiring process.  Certain positions may also require additional checks, including but not limited to education verification, child abuse and neglect clearances, drug screenings, and physical assessments, as applicable to the responsibilities of the role.

EQUAL OPPORTUNITY EMPLOYER