Judicial Administrative Assistant

Chatham County Probate Court Judicial Administrative Assistant

The Chatham County Probate Court is seeking a highly organized and professional Judicial Administrative Assistant with strong administrative, communication, and leadership skills. The ideal candidate will have experience managing confidential information, coordinating staff and projects, preparing reports and correspondence, and providing exceptional customer service. Success in this role requires excellent organizational and time management abilities, attention to detail, proficiency with Microsoft Office and Adobe applications, and the ability to interpret policies, manage multiple priorities, and serve as a professional liaison with the public, court personnel, and partner agencies.

Examples of Duties

• Performs a variety of complex clerical and confidential administrative support duties for the Probate Judge.
• Coordinates, supervises, and/or plans and directs the day-to-day work of assigned support staff.
• Provides instruction to staff in work procedures, and may provide input into hiring, work evaluation and appraisals, promotions, and disciplinary procedures.
• Authorizes expenditures or recoveries in accordance with detailed written procedures.
• Oversees projects or programs to ensure that all work is completed in a timely and efficient manner.
• Researches, interprets, and compiles a variety of information materials from outside sources, summarizes the information, and prepares related reports.
• Produces and distributes reports generated through the case management system or excel spreadsheets for presentation to staff showing pending or overdue matters, tracking entry of orders following hearings, and incomplete assignments or activities.
• Schedules appointments, organizes meetings, and screens visitors, callers, faxes, mail, and or messages.
• Answers Department telephone calls, receives and greets visitors to the Department, and provides information to, or refers callers and visitors to other appropriate Departments or County personnel.
• Transcribes or prepares letters, minutes, reports, statements, grant applications, specifications, contracts, memoranda, notices, resolutions, budgets, financial and statistical tables, requisitions, and other related materials, including confidential correspondence and reports.
• Gathers, assembles, updates, and/or files a variety of information, forms, records, and data using traditional filing systems or databases.
• Prepares correspondence, reports, lists, and other documents as instructed or requested.
• Interprets and applies Departmental or office rules, policies, and regulations in accordance with prescribed procedures and guidelines.
• Performs technical administrative support, which may include assistance with budget planning, preparation, implementation, and maintenance.
• Provides effective professional liaison between the Probate Court and citizens, the news media, and professionals from other related agencies and businesses.
• Copies, packages, and distributes a variety of written materials.
• Performs other duties as assigned.

Minimum Qualifications

• Associate Degree in Accounting, Business Administration, or a closely related field; and
• At least one (1) year of experience as an Executive Secretary or Administrative Assistant; or
• Any equivalent combination of experience and training.
• Must be proficient in Word, Excel, Adobe, and Outlook.

During emergencies and disasters affecting Chatham County, you may be required to report to work as part of a disaster operations team.

In accordance with the Department of Transportation, Commercial Driver's License (CDL) holders and those employed in safety-sensitive positions are subject to random drug testing.

Candidates with direct and relevant experience may receive an offer of up to 10% above the minimum salary that is posted, reflecting their exceptional qualifications.

Chatham County provides equal employment opportunities to all employees and applicants for employment without regard to race, color, national origin, sex, sexual orientation, gender identity, religion, age, physical or mental disability, genetic information, marital status, or military/veteran status in accordance with applicable federal, state and local laws.