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Administrative Assistant I - Court

Gardnerville, United States

Position Title

Administrative Assistant I - Court Clerk

Job Type

Full-Time

Classification

Non-Exempt

Grade

NE8 (17.53 - 24.54)

Department

Courts

Supervisor

Position Summary

Under direct supervision the Administrative Assistant I performs a variety of administrative duties and tasks. Maintains confidentiality of all privileged information.
Minimum Qualifications
  • • High School Diploma or GED plus two years administrative or secretarial experience; or equivalent combination of education and experience.

  • • Must possess and maintain a valid California or Nevada driver’s license or capable of obtaining one within thirty-days (30) of employment.

  • • Must be able to be insurable by the Tribe’s Driving Policy

  • • Must be able to successfully pass a pre-employment drug/alcohol screen and background investigation.

  • • Preference will be given to qualified Native American Indians.

Essential Duties & Responsibilities
  • • Assists with the preparation of court documents, records, and reports.

  • • Schedules court sessions.

  • • Assists and answers questions for those individuals attending court proceedings.

  • • Answers incoming telephone calls, determines purpose of calls, and forwards calls to appropriate personnel or department, ensuring professional telephone etiquette.

  • • Screens incoming calls and correspondence; exercises judgment and responds accordingly.

  • • Records and delivers messages or transfers calls to voice mail when appropriate.

  • • Welcomes visitors, determines nature of business, and announces visitors to appropriate personnel, maintaining professional and courteous demeanor.

  • • Prepares correspondence, reports, minutes, agendas, memos, forms, directories, resolutions, ordinances, and other documents and communications from drafts, recordings, or verbal instruction as requested

  • • Edits and reviews all correspondence and documents for correct grammar, punctuation, and spelling.

  • • Prepares and issues receipts for payments.

  • • Establishes and maintains an effective filing and retrieval system.

  • • Maintains and operates office machines, equipment, and computers. Performs or coordinates general maintenance and repair.

  • • Photocopies, collates, distributes, and files documents.

  • • Transmits outgoing faxes, and retrieves, logs, and distributes incoming faxes.

  • • Maintains inventory of office supplies.

  • • Maintains a log for vendor expense.

  • • Receives, sorts, logs, and routes mail.

  • • Attends meetings and takes minutes as requested.

  • • Performs other duties as required.

Knowledge, Abilities, Skills, and Certifications
  • • Knowledge of modern office practices, procedures, and equipment.

  • • Knowledge of business English, proper spelling, grammar, punctuation, and basic arithmetic.

  • • Knowledge of records management and basic accounting procedures.

  • • Ability to communicate effectively in the English language both verbally and in writing.

  • • Ability to establish and maintain professional relationships with individuals of varying social and cultural backgrounds and with co-workers at all levels.

  • • Ability to represent the organization in a professional manner, building respect and confidence.

  • • Ability to maintain confidentiality.

  • • Ability to handle multiple tasks and meet deadlines.

  • • Ability to carry out instructions furnished in verbal or written format.

  • • Ability to work independently with minimal supervision.

  • • Ability to demonstrate excellence in everything, and continually seek improvement in results.

  • • Skill in operating business computers and office machines, including in a Windows environment, specifically Word, Excel, Access, and presentation software (such as PowerPoint).

Physical Demands
  • While performing the duties of this job, the employee regularly is required to sit; use hands to finger, handle, or feel; reach with hands and arms; and talk or hear. The employee frequently is required to walk. The employee occasionally is required to stand; and stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds

Work Environment
  • Work is generally performed in an office setting with a moderate noise level.