Program Assistant

WHY YOU SHOULD APPLY TO THE AOC? Great working environment Growth and Development Opportunities Medical, Dental, Vision + other supplemental insurances offered Sick + Vacation PTO Paid Holiday’s Retirement plan options (Pension or Investment) 457 Deferred Compensation Tuition Assistance Employee Assistance Program SUMMARY This is responsible work performing a variety of administrative, secretarial, and clerical duties for the Civil Manager as well as the case management team within the Civil Case Management office. The Program Assistant will facilitate the movement of case-related matters. A variety of working relationships are established with Court personnel, judges, professionals associated with particular programs, and the general public, and as such, the Administrative Assistant must be able to use tact and maintain confidentiality. Work is performed under the supervision of the Civil Manager. A Program Assistant's primary responsibilities include the following: (1) Case Management Administrative Support (2) Administrative and Clerical functions (3) 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) Case Management Administrative Support: Scheduling case management conferences and case compliance reviews Performs research and compiles a variety of case information Maintains follow-up with outside agencies, courtroom personnel, and internal offices to check on the status of case progression Performs data entry (2) Administrative and Clerical Functions: Performs secretarial work exercising initiative and judgment in making decisions affecting procedures Answers or directs telephone inquiries Work professionally with attorneys and law firms Receives, sorts, and distributes mail (including faxes) Coordinates the preparation and provision of materials and binders for meetings and trainings Reviews finished materials for completeness, accuracy, format, compliance with policy and procedures, and correct English usage, including spelling, grammar, and punctuation Creates and disseminates dockets Prepares and mails or e-serves notices for court events Prepares and complies statistical reports utilizing MS Excel Assists with the development of periodic reports Coordinates arrangements for meetings Composes and types correspondence Maintains confidentiality Participates in the development and maintenance of the unit's databases Ability to effectively and independently handle a number of tasks, projects, and administrative assignments on time Performs related work as assigned (3) Other Duties as Assigned: QUALIFICATIONS To perform this job 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 ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Knowledge of: Court programs and community resources used in the Twentieth Judicial Circuit Differentiated case management principles Family Law Procedures Courtroom procedures and policies Computer applications, including but not limited to Odyssey, Microsoft Word & Excel Ability to: Answer a multi-line telephone system Handle matters with integrity and confidentiality Communicate clearly both verbally and in writing Tactfully handle sensitive situations with courtesy and patience Maintain current, organized filed and records Concentrate and perform job duties in a stressful working environment and meet deadlines Work effectively with others Enter data accurately and procedure reports Prepare reports, letters, and documents using Microsoft Word, and Excel Utilize Microsoft Office Word, Outlook, and Excel & learn new software programs Schedule cases and maintain calendar 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 scheduled hours, Monday through Friday Type 30 cwpm EDUCATION and/or EXPERIENCE Two years of college or vocational school education in office skills, paralegal or a closely related field. Two years' experience in administrative support work, preferably in the court system. Progressively responsible administrative support experience may substitute for the recommended educational level on a year-for-year basis. SUPERVISORY RESPONSIBILITIES None #J-18808-Ljbffr