Senior Administrative Assistant - Civil Records

Department: Civil Records

County or State funded: State

Exempt or Non-exempt: Non-exempt

Paygrade: S-20

Salary pay rate: $18.42 hourly

Basic Function and Responsibility:

This is highly responsible senior administrative work involving complex work methods in one of the largest judicial circuits within the Missouri State Court System. Work involves serving as administrative assistant to a department director, probate judge, or probate commissioner in one of the largest courts. Supervision is received through personal conferences, general observation of work in progress and the review of completed work. An employee of this class performs responsible duties requiring discretion and judgment in making working decisions and has a higher level of delegated administrative responsibility such as maintaining circuit court dockets, coordinating clerical workload, handling sensitive judicial and administrative matters for compliance with established policies and procedures.

Appointing Authority and Supervision Received: 

The deputy court administrator of circuit court jury supervisor is the appointing authority. The senior administrative assistant receives direct supervision by the director of the department.

Supervision Exercised:

None

Characteristic and Assigned Duties: (The following duties are representative of the position and do not include all duties which may be performed.)

• Serves as the administrative assistant to the department director; probate judge, or probate commissioner; makes administrative decisions within designated areas; screens callers and visitors and refers matters to appropriate staff.
• Prepares information and answers questions in order to relieve superiors of administrative and technical procedures; maintains schedule of appointments.
• Types letters, orders; opinions and other legal dictation and correspondence; may compose orders of routine nature.
• Prepares correspondence and variety of forms dealing with legal administrative matters; secures information from public records; requisitions office supplies; proofreads legal and other materials; maintains files; compiles and types statistical reports; audits various invoices, makes travel arrangements.
• Maintains suspense file calling attention to important items; prepares and maintains directories, form files and calendars.
• Prepares selected court dockets; types notices and orders; works on special assignments as requested.
• Performs other duties as required.

Knowledge, Skills, and Abilities: (This job description does not include specific physical requirements necessary to perform the job, such as, carrying, standing and lifting. Such requirements vary from position to position and may be determined by the appointing authority.)

• Thorough knowledge of administrative practices and procedures.
• Thorough knowledge of business English, spelling, punctuation and arithmetic.
• Thorough knowledge of court procedures and policies, legal documents, laws and legal factors pertaining to the court.
• Thorough knowledge of organization operations, functions and scope of authority of the court or activity to which assigned.
• Ability to perform elementary research of legal citations.
• Ability to understand and follow oral and written instructions.
• Ability to make moderately complex decisions in accordance with laws, regulations and departmental policies and procedures.
• Ability to maintain administrative, fiscal and general records and to prepare reports and answer questions from records.
• Ability to compose correspondence on relatively complex matters, and to perform difficult office management assignments.
• Ability to establish and maintain effective working relationships with others.
• Skill in the operation of standard office equipment.

Minimum Qualifications: (Equivalent combination of relevant education and experience may be substituted on a year-for-year basis, provided a high school diploma or GED has been obtained.)

Graduation from high school plus four years of secretarial or general clerical experience.

Necessary Special Requirement: 

All candidates selected for employment will be subject to background screenings as part of the hiring process.  Certain positions may also require additional checks, including but not limited to education verification, child abuse and neglect clearances, drug screenings, and physical assessments, as applicable to the responsibilities of the role. 

EQUAL OPPORTUNITY EMPLOYER