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Office Administrative Specialist
2 months ago
KEY RESPONSIBILITIES:
- Welcome and assist visitors and court personnel at the service window.
- Manage incoming calls for the Court Services Division.
- Process daily correspondence, including civil paper mailers and subpoenas.
- Prepare documentation for the Jail Division.
- Organize and maintain files in accordance with state certification standards.
- Digitally record and enter daily courthouse personnel documentation.
- Track and report monthly Department of Revenue statistics.
- Update and maintain the Organizational Chart as necessary.
- Oversee the eviction calendar.
- Receive and process civil and criminal court documents.
- Handle financial transactions for civil processes and eviction services.
- Document court information for all civil process records in the Sheriff's Office management system.
- Return served civil process documents to the appropriate parties.
- Compile and process monthly Order of Protection validation reports.
- Maintain physical files of all Hall County Orders of Protection.
- Communicate regularly with Civil Process deputies and clerical staff regarding legal processes.
- Provide information and procedural guidance about civil processes to the public, various courts, attorneys, law enforcement, and colleagues via email, phone, or in-person.
- Ensure compliance with established procedures and regulations when processing paperwork.
- Prepare and maintain standard records, including forms and filing documents, while updating electronic files.
- Address complaints or inquiries and direct them to the appropriate personnel.
- Offer notarization services to Sheriff's Office staff and the public.
- Assist in training newly hired personnel.
- Cross-train in essential functions of other roles.
- Perform additional duties as assigned.
EQUIPMENT USED:
Personal Computer, Copier, Fax Machine, Scanner
MINIMUM QUALIFICATIONS:
Education and Experience:
High School diploma or G.E.D. with coursework in typing and bookkeeping.
A minimum of five years of administrative experience.
Any equivalent combination of education and experience that meets the minimum qualifications.
Licenses and Certificates:
Knowledge, Skills, and Abilities:
Thorough understanding of office terminology, procedures, and equipment, as well as business arithmetic and English.
Familiarity with the operations and functions of various county departments.
Awareness of departmental services, programs, and operating procedures.
Understanding of budgetary and accounting practices, including monitoring expenditures.
Proficiency in maintaining complex clerical records and preparing reports.
Ability to draft correspondence on routine matters and perform office management tasks independently.
Skill in dealing tactfully and courteously with the public and other employees.
Capability to manage complaints, requests for information, and delegated administrative tasks.
Proficient in Microsoft Office Suite and Adobe Reader.
ADA Minimum Qualifications:
Physical Ability: This position requires the ability to remain stationary (sitting or standing), operate a computer and other office equipment, and think analytically. Incumbents must handle stress, concentrate on tasks, remember details, and make decisions. The role may also require moving about the office and transporting items up to 10 lbs.
Sensory Requirements: Effective verbal and written communication skills are essential, along with hand/eye coordination for equipment use.
Environmental Factors: This position involves working both independently and collaboratively.
This job description is intended to outline the primary responsibilities and requirements of the role. Additional job-related tasks may be assigned as necessary.
