Accountability Court – Administrative Specialist

DeKalb County Superior Court Administration; DeKalb (IL); In loco; USD 48.000 - 64.000; Tempo pieno

Descrizione del lavoro

Superior Court of DeKalb County, Georgia seeks an Accountability Court - Administrative Specialist to act as the office manager for a large division. The role supervises administrative staff, coordinates daily activities, and ensures efficient department operations.

You will handle liaison duties across departments, manage records and customer service, support boards and committees, and assist with meeting logistics, data processing, and financial workflows.

Competenze

• Associate degree in Office Administration preferred; five years of progressively responsible office administration experience (public sector preferred).
• Bilingual not required but helpful in a public-facing role.
• Includes knowledge of public, business or judicial/court administration and legal terminology.

Mansioni

• Leads and coordinates daily work activities of administrative support staff.
• Serves as liaison between department and other departments, officials, public, and outside agencies.
• Provides administrative/secretarial support to management and staff, including calendars, screening communications, and travel arrangements.

Conoscenze

Public administration knowledge

Judicial/court administration

Legal terminology

Research techniques

Fiscal administration

Technology management

Communication

Formazione

Associate degree in Office Administration

Strumenti

Microsoft Office

Descrizione del lavoro

SUPERIOR COURT OF DEKALB COUNTY, GEORGIA
DEKALB JUDICIAL CIRCUIT
4TH JUDICIAL ADMINISTRATIVE DISTRICT

Closing Date: Open Until Filled

Purpose Of Classification

The purpose of this classification is to serve as the office manager for a large division or department. Administrative Coordinators are broadly responsible for all administrative support functions in a division or department. Work often requires a broader knowledge and comprehension of techniques, information, methods, and organizational procedures, wherein a moderate latitude for judgment relative to understanding and interpretation is required.

Essential Functions

This job description indicates, in general, the nature and level of work, knowledge, skills, abilities, and other essential functions (as covered under the Americans with Disabilities Act) expected of the incumbent. It is not designed to cover or contain a comprehensive listing of all activities, duties, or responsibilities. Incumbent may be asked to perform other duties as required.

Supervision & Work Coordination

Leads and coordinates daily work activities of administrative support staff in the department; confers with supervisor to obtain direction regarding work assignments and priorities; organizes tasks in order to complete assigned work; monitors status of work in progress and inspects completed work; confers with co-workers, assists with complex/problem situations, and provides technical expertise; assists with training and instructing co-workers regarding operational procedures and proper use of equipment; and assists with supervision of co-workers by reporting employee problems; and providing input on disciplinary action and employee performance evaluations.

Interdepartmental Liaison & Communication

Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.

Administrative & Executive Support

Provides administrative/secretarial support for management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, e-mail, and other communications and initiates appropriate action/response; records and transcribes dictation; types, composes, edits, or proofreads various documentation; maintains calendars and schedules meetings, appointments, interviews, or other activities; and coordinates travel arrangements, accommodations, conference registrations, or related plans for department staff.

Mail, Documentation & Records Processing

Receives and sorts incoming documentation and materials; sends/receives documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; and copies/distributes forms, reports, correspondence, schedules, agendas, or other documentation

Customer Service & Financial Processing

Performs customer service functions in person, by telephone, and by mail; provides information/assistance regarding department/division services, procedures, fees, or other issues; responds to routine questions or complaints; researches problems/complaints and initiates problem resolution; receives payments for various fees, fines, or services; records transactions, posts payments, and issues receipts; balances cash drawers; and prepares revenues for deposit and forwards as appropriate.

Boards, Committees & Meeting Support

Provides administrative support for boards, committees, or other meetings; prepares meeting agendas, packets, and related documentation; coordinates meeting rooms/facilities, equipment, and refreshments; notifies participants of scheduled meetings; submits public notices to newspapers, property owners, or others as required; prepares and distributes agendas, meeting notices, meeting packets, and related documentation; records and transcribes meeting minutes; distributes meeting minutes to appropriate individuals; and maintains official records.

Meeting Coordination & Administrative Support

Coordinates arrangements for various meetings; notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; and maintains records

Administrative Documentation Processing & Data Management

Processes a variety of documentation associated with department operations within designated time frames and per established procedures; receives, reviews, records, types, and/or distributes documentation; enters data into computer systems; logs, tracks, or maintains records regarding department activities; compiles data for further processing or for use in preparation of department reports; and files, maintains, and stores hard copy records

Records Management & File Maintenance

Maintains file system of various files/records for the department; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; and conducts records maintenance activities in compliance with guidelines governing record retention.

Reference Materials & Resource Management

Maintains current maps, telephone lists, procedures, and other reference materials

Minimum Qualifications

Associate degree in Office Administration or Office System Technology preferred; five years of progressively responsible office administration (preferably in a public sector), customer service, or records management experience; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job. Bilingual – Spanish is a plus.

Specific License Or Certification Required

Valid State of Georgia Driver’s License or proof of mobility equivalent may be requested.

Knowledge, Skills, And Abilities

Requires knowledge of principles and practices of public, business or judicial/court administration. All laws, rules, and regulations governing public and court administrative operations. Court practices and procedures. Legal terminology related to court operations. Techniques used to conduct research. A thorough knowledge of fiscal administration, technology management and communications is preferred.

Requires the ability to work with others to coordinate the more complex programs and more complex problems associated with the responsibilities of the job. Often represents the department and/or organization when dealing with others.

Physical Requirements

Work is typically performed in an office-like environment. May work in high conflict situations and with difficult, sometimes dangerous parties. Positions in this class typically require sitting, standing, walking, fingering, driving, talking, hearing, seeing, and repetitive physical motions.

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull, or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

Job Title: Accountability Court - Administrative Specialist

Department: Accountability Courts

Job Type: Full Time

Job Location: DeKalb County Superior Court