Complaint Administrative Assistant

Jobtailor

Saint Paul (MN)

On-site

USD 42,000 - 58,000

Full time

14 days+

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Job summary

Jobtailor in Saint Paul, MN is seeking an Administrative Assistant to monitor complaint channels, perform intake interviews, and support court administration processes. The role involves coordinating with guardians, conservators, and other stakeholders, and ensuring accurate data entry in electronic filing systems.

You will generate reports, assist with training materials, and help improve policies and procedures.

Qualifications

Minimum of 1 year of administrative experience using Word and Excel.
Two-year degree in business, administration, or related field.
Ability to communicate with court personnel, conservators, guardians, and stakeholders.
Ability to learn court systems and routine rules of court.

Responsibilities

Monitor Complaint hotline, voicemail and emails; return calls and explain timelines.
Monitor the Complaint Examiner inbox; create investigatory files and contact witnesses.
Conduct intake interview with complainants and summarize interviews in writing.
Screen cases for intake by obtaining statements from involved parties.
Prepare letters for the court on investigations; verify correspondence in the file.
Run reports for analytics and prepare materials for meetings.
Develop training materials and assist in program and policy improvements.

Skills

Administrative experience

Communication

Knowledge of court systems

Data verification

Report generation

Interview protocol utilization

Attention to detail

Education

Two-year degree in business/administration or related field

Tools

Microsoft Word

Microsoft Excel

Electronic Filing Systems

Job description

Monitor Complaint hotline, voicemail and emails. Return calls and explain the complaint process and anticipated timelines. Refer non-complaints to court administration, other government agencies, or outside entities.
Monitor the State Court Administrator’s Office Complaint Examiner inbox; create investigatory file from new complaints and contact complainant and other witnesses for additional information regarding the complaints.
Following review of complaint and a review of the court file, perform intake interview with complainant utilizing interview protocol. Summarize complainant interview in writing and add to file.
Screen cases for intake by obtaining statements from complainant and others involved in the care of the Person subject to Guardianship and/Conservatorship.
Conducts the review and prepares the letter for the court on lower level/severity court ordered investigations.
Accept and verify correspondence is contained in the electronic file. Provide completed correspondence to complainant, guardian/conservator, and person subject to guardianship or conservatorship.
Run reports for analytical purposes and status reports as well as verification of accuracy of complaint data. Compiles and prepares necessary agendas and materials for meetings.
Develop training material as directed and attend grant meetings to assist in program and training development. Recommend improvements in policies, procedures and court processes.

Requirements

Minimum of 1 year of administrative experience utilizing common office software, including Word and Excel.
Two-year degree in business, administration, or related field.
Ability to communicate with court personnel, conservators, guardians, persons subject to conservatorship/guardianship, social workers, case workers, and other case stakeholders.
Ability and willingness to learn court systems.
Ability to learn to perform technical and/or professional tasks and assignments and learn computerized office programs.
Ability to learn routine rules of court, state statutes, court and office policies, procedures of the area assigned and develop basic problem-solving skills.
Ability to understand and follow oral and written instructions and to make routine decisions in accordance with instructions and regulations.
Some knowledge of modern office practices, procedures, methods, and ability to operate a personal computer and office equipment.
Some basic knowledge of concepts related to area of assignment.
Knowledge of business English, spelling, and arithmetic.

Core Competencies

Demonstrates strong administrative skills with proficiency in common office software, including Word and Excel. Capable of effective communication with various stakeholders and understanding of court systems and procedures.

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