Circuit Court Of Jackson County, Missouri
	Vacant Position
	Date: 01/17/2025 Posting No.: JR101311
	REPOSTED

Salary Range For Internal/Rehire Applicants: - $17.71 Hourly

EXTERNAL APPLICANTS CLICK HERE TO APPLY; INTERNAL APPLICANTS GO TO WORKDAY (The internal application for promotion/transfer may be obtained on the HR ICON on Lotus Notes) Employment Specialist: MariaLuisa Turner. Applicants for clerical positions which require skill testing must be tested for consideration. ALL CURRENT EMPLOYEES APPLYING FOR THESE POSITIONS MUST SUBMIT AN INTERNAL APPLICATION FORM TO HUMAN RESOURCES.

To provide a variety of secretarial and administrative services for a Director, Administrator, and/or the department to which the employee is assigned.

MAJOR TASK STATEMENTS & REPRESENTATIVE ACTIVITIES (Percentage of time):
(The information contained herein is not intended to be an all-inclusive list of duties and responsibilities of the job; other tasks may be assigned. The area to which the job is assigned will govern which duties apply. Management reserves the right to amend and change responsibilities, work shift/schedule, facility, or department to meet business and organizational needs as necessary, including, but not limited to the re-assignment of employees and positions, elimination of positions, and opening, moving, or closing of facilities and units.)

35% - Departmental Budget

· Prepare and maintain a variety of detailed and complex reports pertaining to past, current and future Departmental Budget
· Create departmental requisitions
· Update Computer system to track purchases
· Responsible for maintaining weekly meeting agenda and action items when required
· Review financial reports in Workday for accuracy
· Work with Court Purchasing Buyers as required for inquires

· Create Court Identification Badges (New/Reprint)
· Deactivation of Court Identification Badges (employee leaving Court)
· Modification of Court Identification Badges (employee changing work assignment)
· Run various badge reports as required
· Update badge security access levels when required
· Create new badge access levels as needed
· Coordinate with Human Resources for processing of Court identification badges

· Answer telephone, screen and direct callers, provide information, and take messages.
· Greet, screen, and assist walk-in visitors.
· Answer various inquiries personally.
· Attends training / in-services / staff meetings as required.
· Maintains supervisor’s and/or department’s calendar, scheduling appointments, and meetings, and making all necessary arrangements.
· Perform duties specific to the operations of Court Information Technology.
· Maintain and order office supplies.
· Create work orders for repairs on office equipment, heating/cooling, leaks, restroom supplies, etc.
· Set-up and coordinate department meetings/events, including reserving rooms/equipment, making copies, and/or ordering lunch/snacks/beverages.

· Draft and/or type a variety of memos, reports, forms, letters, and other correspondence for Director.
· May transcribe letters, correspondence, etc. or take minutes at meetings.
· Prepare and send out informative messages for department/unit.
· Enter and update data in the computer.
· Generate various lists, letters and/or reports from the computer.
· Prepare and maintain a variety of reports, including routine financial and departmental reports.

· Maintain filing system for the department, including correspondence and other filing.
· Sort and distribute incoming mail and faxes.
· Copy and distribute documents, memos, reports, letters, and other correspondence.

SUPERVISION BY: Director or Supervisor of unit to which employee is assigned provides direct supervision.

SERVICE RESPONSIBILITY:

INTERNAL: All levels of staff, personnel and other individuals specific to the area of assignment.

EXTERNAL: The general public. Responds to requests for routine services. Responsible to ensure quality and timely delivery.

MINIMUM EDUCATION AND EXPERIENCE:

(Education above the minimum stated may be substituted on a year for year basis for the required general experience; experience above the minimum stated may be substituted on a year for year basis for the required education.)

EDUCATION: High School diploma or equivalent; business school or other secretarial courses beneficial.

EXPERIENCE: Two years’ related secretarial experience.

· Must submit to and pass criminal background check as prescribed by Courts.
· All applicants for this position are subject to testing for illegal drug use prior to appointment.
· Employees in this position are subject to random and reasonable suspicion testing for illegal drug use.

· Knowledge of business English, spelling and punctuation.
· Considerable knowledge of secretarial practices and procedures.
· Ability to recognize, investigate, and analyze a variety of administrative problems and to devise effective solutions.
· Knowledge of arithmetic and basic financial record keeping.
· Advanced knowledge of word processing, spreadsheets, and personal computers.
· Ability to organize a variety of demands on time.
· Ability to work independently with minimal supervision.
· Ability to work effectively in a fast paced environment and to deal efficiently with interruptions while accurately completing detailed work within tight deadlines.
· Ability to compile and maintain accurate records.
· Ability to communicate effectively with others, both orally and in writing.
· Ability to follow both oral and written instructions.
· Ability to work with confidential information.
· Ability to maintain administrative, and general records and to prepare complete and logical reports from those records.
· Ability to work and relate in a positive fashion toward individuals from diverse backgrounds and maintain effective working relationships.
· Skilled in the operation of standard computer software and office machines including computers, typewriters and Dictaphones; excellent telephone skills.
· Skill in typing 60 WPM.