Administrative Assistant I (Civil/Mediation) - Lee County

SUMMARY
The Administrative Assistant I performs complex, high-level clerical duties including answering all incoming calls, screening and scheduling appointments and responding to inquiries in person and via telephone. This position assists with scheduling, coordination, docket and court order preparation. Additional duties include; preparing files, forms and conducting document review. This position tracks and maintains statistical reports and correspondence, and types documents using a personal computer. A variety of working relationships are established with state courts system personnel, judges, non-judicial officer's vendors, judicial assistants, and the general public. This position requires the ability to focus and have good computer skills. Work is performed with minimal supervision of the Program Administrator and performance is evaluated by accuracy and efficiency of work provided, timeliness of duties, and by feedback from the public and other agencies.

Primary responsibilities of a Administrative Assistant I include the following: (1) Customer Service; (2) Secretarial functions; (3) Mediation coordination and scheduling; (4) Other Duties as Assigned

ESSENTIAL DUTIES AND RESPONSIBILITIES
The following duties are normal for this position. The omission of specific statements of the duties does not exclude them from the classification if the work is similar, related, or a logical assignment for this classification.

(1) Customer Service

• Answer telephones, schedule appointments and sort mail
• Greet and assist visitors
• Serve as backup receptionist for the mediation office, forward calls to the correct departments, and answer routine inquiries

• Prepare progress sheet, mediator's report, mediator's fee sheet, and order of referral
• Must have knowledge of co-workers' duties in order to fill in
• Must be able to prioritize workload
• Perform the mail run, distribute mail, make copies, monitor and disseminate incoming faxes, refill fax machine with paper
• Retrieve files from and return files to the Clerk's office
• Monitor status of cases
• Type letters, memos, and documents from rough draft, correcting grammar and spelling

• Assists mediators with case follow-up
• Prepares statistical reports
• Scheduling mediators

QUALIFICATIONS
To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Knowledge of:

• Basic structure of the Courts
• Court procedures and understanding of basic legal language
• Clerical support practices and procedures
• Bookkeeping practices
• Computer applications, including but not limited to: Microsoft Word, Outlook, Excel
• Family/Civil law, preferred

• Exhibit sound judgment, work well under pressure and meet established timelines and goals
• Establish and maintain effective working relationships with other governmental agencies' staff , associates, subordinates, superiors, and citizens of the community
• Proficiently and accurately docket manage and conduct case scheduling
• Provide excellent customer service and maintain a pleasant demeanor in stressful situations
• Establish and implement effective office procedures
• Quickly learn computer applications
• Operate office equipment
• Use a computer as required by the position
• Research assigned special projects
• Compose summaries and reports in a clear and concise manner
• Work professionally with department and division directors from other departments
• Provide effective, accurate, professional, polite, friendly, and prompt customer service to the public and other agency personnel, AOC employees, and the Judiciary
• Maintain consistent and regular attendance, which is required
• Work the required hours, Monday through Friday
• Type 30 wpm.
• Utilize and learn various software programs including but not limited to: Microsoft Word, Outlook and Excel

EDUCATION and/or EXPERIENCE

• A Bachelor’s degree from an accredited college or university (additional relevant experience may substitute for the recommended educational level on a year-for-year basis)
• One year of work experience in business administration, office skills, or a related field. (additional relevant experience may substitute for the recommended educational level on a year-for-year basis) 

• None

• None