Administrative Specialist II

Job Title Performs typing, filing, secretarial and varied administrative tasks in support of the Trial Court Administrator's Office. Job Description The job involves welcoming visitors, answering questions about court processes and procedures, screening incoming telephone calls, composing letters and emails, maintaining office files, preparing and handling correspondence of a sensitive and confidential nature, proofreading material, ordering office supplies, scheduling conference rooms and meetings, making travel arrangements, sorting and monitoring bail bond lists, preparing demand letters, coordinating drug tests, maintaining the court's law library, assisting with investitures and retirement ceremonies, scheduling cases, generating court calendars, providing weekly updates, and maintaining manuals. Essential Functions Welcomes visitors and answers questions about court processes and procedures; Screens incoming telephone calls, answers questions, routes calls, and takes messages; Opens, sorts, and distributes mail; Composes letters, e-mails, and other correspondence, and disseminates information; Prepares and handles correspondence of a sensitive and confidential nature; Proofreads material for accuracy, completeness and punctuation; Maintains office files, indices, lists, and other records; Prepares and submits bills for payment, audits and processes witness claim forms for payment; Creates and processes requests for service; Orders office supplies and printing; Schedules conference rooms, meetings, and ensures rooms are properly prepared; Makes travel arrangements and processes registrations and travel related paperwork; Sorts, compiles and monitors weekly bail bond forfeiture lists, and overdue bail bond list; Prepares demand letters and other correspondence to bail bond agents; Coordinates the instant drug test for the judges, prepares bills, and keeps information logs and collects drug test fees; Receives and distributes felony pre-sentence investigations; Maintains the court's law library and updates codes for all judges and courtrooms; Assists with new judges' investitures ceremony and retired judges' retirement ceremonies; Schedules and assigns cases to retired district and magistrate judges, and assigns judges for all disqualified cases in Ada, Elmore, Valley and Boise counties; Generates yearly magistrate criminal court calendar and related documents; Provides weekly calendar updates to the Assistant Trial Court Administrator; Maintains and updates Sentencing Resource Manual for the judges, updates procedures manuals. Additional Functions Provides coverage for court personnel as necessary; Participates in training new employees; Assists with and completes miscellaneous projects as assigned; Coordinates Designated Examiner coverage for mental commitment hearings; Performs related functions as required. Job Requirements High school diploma or equivalent; Considerable knowledge of modern office equipment, terminology, practices and procedures typically gained from three years of progressively responsible work experience; Knowledge of business English grammar, spelling and punctuation, and arithmetic; Skill in the operation of a personal computer and the MS Office Suite; Skill in proofreading material; Skill organizing projects, developing timelines, and schedules; Skill in communicating with culturally diverse populations; Skill typing from rough draft copy at a rate of 50 words per minute with a high degree of accuracy; Ability to prioritize and complete work assignments independently; Ability to deal with confidential information in a responsible manner; Ability to manage multiple projects in an effective and timely manner; Ability to summarize the proceedings of a conference in written form; Ability to meet and deal effectively with the public, some of whom may be irate or under stress, in a tactful and courteous manner; Ability to maintain complex clerical records; Ability to maintain effective working relationships. Other Requirements The Incumbent is subject to a criminal records check. Work Environment & Physical Demands Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions; May be required to lift up to 20 lbs.; Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks. Disclaimer To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran's Preference for all County jobs except for those deemed "key positions" in accordance with Title 65, Chapter 5 of Idaho Code.