Administrative Assistant - State Court Services

Position InformationThis position is assigned to the State Court Administrator's Office and works Monday - Friday, 8:00am - 5:00pm.Essential FunctionsCoordinates and provides administrative/clerical support for an assigned department/division: processes a variety of documentation associated with department/division operations within designated timeframes and per established procedures; works with and provides guidance and assistance to administrative/clerical staff assigned to divisions or work units within the department to ensure uniform and cooperative work efforts; and maintains confidentiality of departmental documentation and issues.Provides secretarial/administrative support to management and/or staff of assigned department/division: relieves management staff of routine administrative tasks; screens telephone calls, mail, and other communications and initiates appropriate action/response; records dictation; types, composes, types, edits, or proofreads correspondence on behalf of management staff; records and/or transcribes correspondence, statements, minutes, or other information; keeps management informed of significant matters, messages, documentation, or other information.Serves as liaison between the assigned department and other departments/divisions, staff members, County officials, the public, community leaders, outside agencies, or other individuals or organizations for the distribution and receipt of routine information; interacts with various officials and dignitaries involving sensitive client relations; conveys information among division/department personnel; and circulates documentation to appropriate departments.Maintains calendar/schedule of activities for the assigned manager and department/division; schedules and confirms appointments, meetings, interviews, conferences, training activities, or other activities; updates calendar on a regular basis and notifies parties involved of changes.Coordinates travel arrangements, accommodations, conference registrations, or other travel-related plans for executives or other staff.Maintains file system of various files/records for the assigned area; prepares files, organizes documentation, and files documents in designated order; retrieves/replaces files; scans records into computer; shreds/destroys confidential or obsolete documents; conducts records maintenance activities in compliance with guidelines governing record retention.Researches, compiles, and/or monitors administrative or statistical data pertaining to department operations; summarizes data, performs routine data analysis, and prepares reports; conducts research of department files, legal records, database records, electronic data sources, Internet sites, hardcopy materials, or other sources as needed.Distributes documentation between department/staff members and internal/external individuals/agencies; operates fax machine to send/receive documentation; distributes/delivers incoming faxes, subpoenas, mail, or other documentation to appropriate personnel; sorts, organizes, opens, and/or distributes incoming mail; signs for incoming packages and delivers to appropriate personnel; processes outgoing mail; copies and distributes forms, reports, correspondence, schedules, agendas, or other documentation.Types, prepares, proofreads, and/or completes various forms, reports, correspondence, lists, logs, notices, schedules, calendars, attendance records, check requests, purchase orders, requisitions, budget documents, contracts, agreements, statistical reports, incident/accident reports, work order requests, agendas, minutes, motions, ordinances, resolutions, accident/incident reports, inventory records, charts, graphs, spreadsheets, or other documents.Coordinates arrangements for various meetings: notifies participants of scheduled meetings; prepares meeting notices, agendas, and meeting packets; coordinates room reservations, setup, refreshments, and equipment required for meetings; attends meetings; records and/or transcribes meeting minutes; distributes documentation; maintains records.Performs other related duties as assigned.Minimum QualificationsAssociate's degree in secretarial science or office administration required; supplemented by five years of responsible experience in secretarial, office administration or similar field (preferably in a municipal environment), working for an agency head, elected official or similar position; or any equivalent combination of education, training, and experience which provides the requisite knowledge, skills, and abilities for this job.Preferred QualificationsExperience utilizing Advantage HR, Advantage Financial and KronosLicenses and CertificationsPossession and maintenance of valid State of Georgia Notary Public certification is preferredPhysical AbilitiesTasks require the ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.Sensory RequirementsSome tasks require the ability to communicate orally.Environmental FactorsEssential functions are regularly performed without exposure to adverse environmental conditions.EEO StatementCobb County Government is proud to be an equal opportunity employer. We encourage applications from all qualified individuals, regardless of race, color, national origin, sex, religion, age, disability, or any other legally protected status.Visit Cobb County's Employee Benefits page to learn more.01I understand that all answers to these supplemental questions must be verifiable in the 'Educational History' and 'Work History' sections of the application. Failure to provide sufficient information in these sections may result in my disqualification from the hiring process.YesNo02I have read the Minimum Qualifications required for this position and understand I must demonstrate those qualifications on the application in order to be considered for this position. Furthermore, a failure to adequately demonstrate all qualifications may result in my removal from consideration. Lastly, I understand indicating "see resume" on the application, may not be accepted in lieu of a completed application.YesNo03Are you legally eligible to work in the United States on an unlimited and unrestricted basis?YesNo04Educational Background (copies of any education documents listed on your application will be required upon hire): Mark the highest level of education you have completed.High School Diploma or GEDSome CollegeAssociate DegreeBachelor's DegreeAdvanced DegreeNone of the above05If you have a college degree, what was your major area of study? Enter N/A if this does not apply.06How many years of experience do you have providing administrative support?No experienceLess than five years of experienceFive to six years of experienceMore than six years of experience07Please describe in detail your experience providing administrative support. Verify any information below is also included in the 'Employment History' section of your application. Enter N/A if this does not apply.08Do you have experience working with Elected Officials, Agency Heads, Department Heads, or other top-ranking executives?YesNo09Please describe in detail your work experience working with Elected Officials, Agency Heads, Department Heads, or other top-ranking executives. Enter N/A if not applicable.10Please select from the list below, all areas you have experience in handling.Advantage HRAdvantage FinanceKronosI do not have any experience in the areas listed above11Please describe your experience from your selection(s) from the list above. Enter N/A if not applicable.12Do you have a valid State of Georgia Notary Public certification?YesNo, but I am willing to obtain my certification.No, and I am NOT willing to obtain my certification.13If you receive a conditional offer of employment, you will be required to satisfactorily complete the following elements: a criminal background check and provide copies of any education documents listed on your application. Please note that a criminal conviction may not disqualify you from consideration. Are you willing to accept these terms?YesNo Required Question