Job title: Administrative Office Coordinator
Company: Ada County
Job description: Ada County is a great place to work! We have more than 2000 employees dedicated to enhancing our community’s quality of life. Our Trial Court Administration team is growing, and this is an excellent opportunity to be a part of taking this team to the next level.We offer a competitive benefits package which includes excellent medical, dental and vision insurance; generous vacation and sick leave accrual beginning as soon as you start; 11 paid holidays a year; participation in one of the Nation’s best state retirement systems which includes 11.96% employer contribution; various savings plans including a deferred compensation 457(b) plan with up to 3% county match; 401K plan; paid parental leave; life insurance; wellness programs; ongoing training opportunities and career pathing. This generous Ada County Total Rewards package increases the base salary by approximately 40 percent.The Trial Court Administrator, Sandra Barrios, oversees all administrative responsibilities of the Fourth Judicial District. This includes responsibility for facilities management; serving as a liaison between agencies, the media, and the public; and developing and carrying out policies that enhance court system performance.Our Mission is to support court systems that put people first and ensure access to the court.Learn more about Ada County Trial Court Administration by visiting their website.POSITION GENERAL SUMMARY:
Under general supervision of the Office Administrator, and acting under own initiative, provides advanced clerical, administrative, and operational support. Performs work of a confidential nature that requires thorough knowledge of practices and policies. Assists with greeting guests, visitors, and callers, in person and telephonically, providing department-related information and/or directing them to appropriate offices or staff members. Performs a variety of operational tasks and related work as required.DISTINGUISHING FEATURES OF THE CLASS:
Performs moderately complex work under general supervision and according to pre-defined guidelines set by the Trial Court Administrator’s Office. The position may be given latitude to exercise discretion and independent judgement to accomplish tasks.
- Provides support and coordination for administrative or operational projects assigned within the Trial Court Administrator’s office, demonstrating initiative to ensure logistics are aligned with project objectives with organizational goals;
- Composes, edits, formats, and types a variety of sensitive, and/or confidential documents or correspondence, either on own initiative or from general instructions;
- Assists in drafting, editing, and formatting reports and presentations;
- Prepares and distributes official documents and communications on behalf of the Trial Court Administrator’s office requiring a high degree of accuracy and organization in accordance with strict court timelines;
- Acts as a liaison for the Trial Court Administrator’s Office, working with other departments and offices within the county and state;
- Assists with coordinating department recruitment and onboarding efforts, working with department management, Human Resources, employees, and software to post jobs, coordinate interview schedules, facilitate candidate communication, organize orientation efforts, and ensure a smooth transition for new hires into the department;
- Maintains office files, indices, lists, or records and ensures databases are easily accessible;
- Assists leadership in maintaining the Trial Court Administrator’s Office procedures manual;
- Screens calls to control access to staff;
- Receives and distributes incoming/outgoing paperwork and digital filings from various departments and agencies to appropriate parties;
- Researches and obtains key information for special project reports as requested by the Trial Court Administrator;
- Assists the Trial Court Administrator with the coordination of the Fourth District Magistrates Commission selection process for new magistrate judges;
- Coordinates the logistics for setting up large meetings; locates facilities, notifies participants, prepares agendas, attends meetings, records results, tracks additional information or necessary follow up;
- Operates standard office equipment including telephones, computers, etc.;
- Opens, sorts, and distributes mail, and prepares letters and materials for mailing;
- Orders and maintains office supply and printing inventory;
- Creates and processes requests for service;
- Makes travel arrangements and processes registrations and travel related paperwork;
- Prepares and submits bills for payment;
- Maintains schedules and resolves scheduling conflicts.
ADDITIONAL FUNCTIONS:
- Participates in training new employees;
- Provides coverage for court personnel as necessary;
- Completes special projects as assigned;
- Performs related duties as required.
- High school diploma or equivalent required; Bachelor’s degree from an accredited university in Public Administration, Business Management, or related field, or equivalent combination of education and experience, strongly preferred;
- Three years of previous clerical experience required;
- Previous project management experience preferred;
- Exceptional knowledge of English grammar, spelling, punctuation, and arithmetic;
- Exceptional communication and interpersonal skills, and ability to provide excellent customer service;
- Excellent organizational and time management skills;
- Knowledge of office terminology, practices, procedures, and equipment;
- Knowledge of personal computers and word processing, spreadsheet, and other applications;
- Skill in coordinating and prioritizing multiple requests from co-workers and managers;
- Skill in computer proficiency, including familiarity with MS Office applications (e.g. Word, Excel, PowerPoint, Outlook);
- Ability to work under own initiative;
- Ability to establish and maintain records systems;
- Ability to review documents for accuracy, completeness, and compliance;
- Ability to compile data and information for reports and compose letters and memoranda;
- Ability to maintain effective working relationships with other employees, elected officials, department directors and the general public;
- Ability to take initiative and apply a proactive approach to identify and address administrative or project coordination challenges;
- Ability to adapt to changing business needs and conditions;
- Ability to ensure effective and adequate flow of information with project stakeholders;
- Ability to effectively plan, organize, and analyze planning projects;
- Ability to maintain confidentiality;
- Ability to work independently and as part of a team to accomplish goals;
- Ability to type documents and correspondence with a high degree of accuracy.
OTHER REQUIREMENTS:
- The Incumbent is subject to a criminal records check.
- 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 primary job responsibilities 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.
Expected salary: $20.99 – 28.89 per hour
Location: Boise, ID
Job date: Thu, 17 Oct 2024 03:58:43 GMT
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