Administrative Assistant I

Job Responsibilities Under direction of the Deputy Director, provides high-level administrative coordination, and plans, coordinates, and performs a variety of administrative functions, business management, and support service activities requiring individual discretion in the interpretation and application of policies and procedures primarily for the Court Reporting staff in the Court Reporting/Judges' Scheduling/Court Interpreting Section. ESSENTIAL DUTIES AND RESPONSIBILITIES OF THE POSITION This job bulletin represents general duties for this position and is not intended to be construed as exclusive or all-inclusive. Other duties may be required and assigned. Responds to transcript requests received in dedicated email boxes. Verifies the correct court reporter (CR) was contacted by checking the Terms of Court Calendar. Acknowledges requests, prints requests, and places in Program Manager's file for production. Answers calls pertaining to transcript requests. Notifies appropriate supervisor of problems with transcript requests, as necessary. Responds to and enters extension requests received into the Court Reporter Tracking System. Responsible for file maintenance of approved extensions. Creates and maintains the monthly transcript tracking report. Notifies the appropriate CR supervisor of late transcripts or outstanding transcripts requests that do not have the required documentation submitted. Contacts court reporters to follow up on the status of the outstanding transcripts monthly. Responds to phone and email questions regarding interpreter certification, payments, and other requests as received. Responsible for daily administrative tasks related to the court interpreting program. Prepare correspondence, reports, form letters, and other materials as needed. Files this correspondence in OnBase in accordance with the SCJB Retention Schedule. Must utilize and be proficient in OnBase. Responds to inmate letters regarding transcripts received by mail and in the transcripts email box. Files this correspondence in OnBase in accordance with the SCJB Retention Schedule. Conducts research for Court Services staff using computer and printed resources. Serves as the OnBase filing system point of contact and primary user, filer and retriever for the CR staff. Assists as needed with document filing and retention. Verifies the accuracy of the items on travel reimbursement vouchers for court reporters and obtains the authorized signatures. Forwards to Finance and Personnel for processing. Serves as the backup to the person who approves, logs, and scans in approved reimbursement requests for court interpreter services rendered to the courts, and copies forms for submission to the Office of Fiscal Services. Responsible for maintenance of these forms in OnBase. Minimum and Additional Requirements A high school diploma 3 years of administrative work experience. Proficiency in the use of Microsoft Office Suite (Word, Excel), computer and word processing required. Must have dependable transportation as this position requires occasional travel to storage facilities and courthouses statewide. REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS Knowledge of Judicial Branch policies, procedures, rules, regulations and program services. Knowledge of the principles, policies and practices of office management. Ability to coordinate diverse administrative functions, and work independently using discretion and maintaining confidentiality. Ability to effectively plan, organize and prioritize work while meeting established deadlines. Must be able to work independently, exercising good judgement, and discretion. High level of verbal and written communications skills is a must. Proficiency in English is required. Punctuality and avoidance of excessive absences is required. Full comprehension of Office management practices, procedures and equipment. Excellent knowledge of MS Office suites. Exemplary planning and time management skills. Ability to develop and maintain an efficient documentation and filing system. Ability to work and communicate effectively, and professionally with all levels of SCJB management and staff, county employees and officials, state agencies, stakeholders, the public and vendors. Ability to perform all duties with courtesy, accuracy and promptness. Preferred Qualifications Associate's degree in office administration, paralegal studies, english, general studies, business administration, or liberal arts & sciences. Skilled in using Microsoft Word, Outlook, Webex, and creating Excel spreadsheets. Data Entry skills; Powerpoint experience a plus; experience with OnBase, Sharepoint, and OneDrive preferred. Additional Comments The South Carolina Judicial Branch offers an exceptional benefits package for FTE positions that include: Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children; State Retirement Plan and Deferred Compensation Programs (Temporary positions have option to enroll); 15 days paid annual (vacation) leave per year; 15 days paid sick leave per year; Option to designate 10 days of earned paid sick leave per year as family sick leave; 13 paid state holidays; Paid Parental Leave; and Workers' Compensation Benefits. Benefits Benefits for State Employees The state of South Carolina offers eligible employees generous benefits, including health and dental insurance; retirement and savings plan options; and paid vacation and sick leave. Plus, work-life balance programs such as telecommuting and flexible work schedules are available to employees of some state agencies. Insurance Benefits Eligible employees may enroll in health insurance, which includes prescription coverage and wellness benefits. Other available insurance benefits include dental, vision, term life insurance, long term disability and flexible spending accounts for health and child care expenses. Retirement Benefits State employees are also offered retirement plan options, including defined benefit and defined contribution plans. Additionally, eligible employees may elect to participate in the South Carolina Deferred Compensation Program, which is a voluntary, supplemental retirement savings plan offering 401(k) and 457 plan options. Workplace Benefits State employees may also be eligible for other benefits, including tuition assistance; holiday, annual and sick leave; and discounts on purchases, travel and more. Note: The benefits above are available to most state employees, with the exception of those in temporary positions. Employees in temporary grant and time-limited positions may be eligible for all, some or none of these benefits as benefits are associated with each position type. For these positions, contact the hiring agency to determine what benefits may be available.