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Administrative Support Specialist IV

2 months ago

Austin, Texas, United States OFFICE OF COURT ADMINISTRATION Full time

Job Summary:

The Office of Court Administration (OCA) is seeking a highly skilled Administrative Support Specialist IV (Front Desk Coordinator) to join our team. As a key member of our Human Resources department, you will be responsible for providing exceptional administrative support to our staff and stakeholders.

Key Responsibilities:

  • Provide exceptional customer service to staff, stakeholders, and visitors, ensuring a positive and professional experience.
  • Manage the front desk operations, including receiving and directing visitors, answering phone calls, and responding to emails.
  • Assist with mail management, including sorting, logging, and distributing mail, as well as maintaining confidentiality.
  • Perform administrative tasks, such as data entry, filing, and record-keeping, to ensure accurate and up-to-date information.
  • Coordinate meetings, prepare meeting materials, and set up meeting spaces to ensure a smooth and efficient experience.
  • Maintain the Front Desk Manual, ensuring all procedures and reference resources are up-to-date and easily accessible.
  • Assist with screening applications, scheduling interviews, and maintaining employee files, ensuring all pertinent documents are filed using a standard naming convention.
  • Perform related work as assigned, ensuring compliance with all OCA policies and procedures.

Requirements:

  • Graduation from high school or GED.
  • Three years of experience performing clerical or administrative support work.
  • Proficient in Microsoft Outlook, Word, and Excel.

Preferred Qualifications:

  • Associate degree or sixty college hours from an accredited college or university, with experience in business, business operations, human resources, or a related field.
  • Experience working for a state agency or judicial entity.
  • Experience working with a wide variety of internal and external customers, including senior-level management and/or judicial officers.
  • Experience working in the Centralized Accounting, Payroll, and Personnel System (CAPPS).
  • Experience using Microsoft SharePoint.

Knowledge, Skills, and Abilities (KSAs):

  • Knowledge of legal principles, practices, and proceedings.
  • Knowledge of agency laws, regulations, and rules.
  • Skill in using logic and reasoning to identify the strengths and weaknesses of alternative solutions, conclusions, or approaches to problems.
  • Skill in the use of a computer and applicable software.
  • Ability to prepare legal documents.
  • Ability to interpret and apply laws, rules, and regulations.
  • Ability to conduct research.
  • Ability to summarize findings.
  • Ability to communicate effectively.

Employment Conditions:

  • Operates standard office equipment.
  • Performs sedentary office work.
  • May be required to move equipment or other materials weighing up to 20 pounds.