ADMINISTRATIVE COORDINATOR

City of Columbia; Columbia (SC); On-site; USD 45,000 - 60,000; Full time

Job summary

The City of Columbia seeks an experienced administrative professional to support court operations and programs, performing moderately complex work and independent research under policy guidance. Typical duties include expungement processing, hearing scheduling, records retention, data gathering for reports, and responding to inquiries from departments and the public.

Qualifications include an Associate degree and five years of relevant experience; proficiency with Microsoft Office and strong

Qualifications

• Associate degree in business or closely related field.
• Five years of relevant experience.
• Valid South Carolina Class D Driver’s License.

Responsibilities

• Expungement of criminal cases processing and distributing expungement orders.
• Schedule Conditional Discharge non-compliance hearings.
• Manage retention, cataloging, storage and disposal of court records.
• Develop a system for retrieval of archived court records.
• Procurement of office supplies and maintaining forms for court use.
• Provide FBI NCIC background checks for jury eligibility.
• Research, gather and prepare data for reports and presentations.
• Respond to inquiries from City departments, agencies and the public.

Skills

Microsoft Office

Data analysis

Oral & written communication

Organizational skills

Research skills

Education

Associate degree in business or closely related field

Tools

Microsoft Office

Outlook

Database software

Job description

This position performs moderately complex administrative work in the support of operations, programs and activities as assigned; and performs related professional and administrative work as required. The incumbent works within broad policy and does independent research, planning and implementation, reporting major progress of major activities through frequent communication with the Court Administrator.

The work is considered sedentary in nature and involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations. The work requires the following physical abilities to perform the essential job functions: fingering, handling, hearing, kneeling, mental acuity, pulling, pushing, reaching, repetitive motion, speaking, standing, stooping, talking, visual acuity, and walking.

Work environment involves exposure to no known environmental hazards; and is relatively safe, secure, and stable.

• Responsible for all aspects of the expungement of criminal cases when statutorily required to include determining eligibility, research records upon request, disperse to approved expungement orders to applicable criminal justice agencies, defendants and attorneys and storage of completed expungement orders;
• Schedules Conditional Discharge non-compliance hearings and assists in ensuring program compliance with all applicable program guidelines, laws, regulations, policies, procedures and standards;
• Manages the retention, cataloging, storage and the proper disposal of criminal and traffic court records in accordance to the South Carolina Court Administration Record Retention Policy;
• Develops a system for the retrieval of archived court records;
• Processes the procurement of office supplies while monitoring/maintaining a supply of forms and supplies onsite for the courts use;
• Provides FBI NCIC criminal history background checks on potential jurors to ensure eligibility for jury duty;
• Researches, gathers, interprets, and prepares data for studies, reports, recommendations and presentations;
• Receives, researches and responds to inquiries, request for assistance and concerns from other City departments, agencies, organizations, professionals and the public; assists supervisor in coordinating department activities with those of other departments and agencies as appropriate;
• Researches criminal and traffic histories to provide the public, attorneys, government background investigators and military personnel with certified disposition documents;
• Receives and responds to inquiries, concerns, complaints and requests for assistance regarding areas of responsibility;
• Performs general administrative / clerical work as required, including preparing reports and correspondence, entering and retrieving computer data, preparing spreadsheets, reviewing mail and literature, copying and filing documents, conducting and attending meetings, answering the telephone, etc.;
• Attends training, conferences, seminars, meetings, etc., to maintain job knowledge and skills; and
• Performs other related duties as assigned.

MINIMUM REQUIREMENTS TO PERFORM WORK:

• Associate’s degree in business or closely related field;
• Five (5) years of relevant prior experience;
• May be required to type 30 corrected wpm;
• Valid South Carolina Class “D” Driver’s License.

• Knowledge of basic algebra involving variables and formulas and/or basic geometry involving plane and solid figures, circumferences, areas and volumes, and/or computing discounts and interest rates;
• Knowledge of personal computer and peripheral equipment with skill in the use of Microsoft Office 2000 preferred, utilizing Outlook, word processing, spreadsheet, presentation and database software programs;
• Ability to express ideas clearly and concisely both orally and in writing with excellent organizational and interpersonal skills;
• Ability to coordinate or determine time, place or sequence of operations or activities based on analysis of data or information and may implement and report on operations and activities;
• Ability to provide information, guidance or assistance to people to directly facilitate task accomplishment; may give directions or assignments to helpers or assistants;
• Ability to handle or use machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner;
• Ability to perform coordinating work involving guidelines and rules, with constant problem solving;
• Ability to read journals, manuals and professional publications; speaking informally to groups of co-workers and special interest, staff in other organizational agencies, the general public, people in other organizations; presenting training; composing original reports, training and other written materials using proper language, punctuation, grammar and style;
• Ability to perform high level of specialized technical or entry-level professional work requiring general understanding of operating policies and procedures and their application to problems not previously encountered; application of specialized technical or professional principles and practices or the use of a wide range of administrative methods in the solution of problems; requires normal attention with short periods of concentration for accurate results and occasional exposure to unusual pressure; and
• Ability to guide others, requiring frequent decisions affecting co-workers and others who depend on the service or product; works in a somewhat fluid environment with rules and procedures but with many variations from the routine.