Part-time Administrative Assistant

The tasks listed below are those that represent the majority of the time spent working in this class.  Management may assign additional tasks related to the type of work of the class as necessary.

Provides administrative and secretarial support to the staff of the Office of the Probate Judge, performing such duties as scheduling meetings and hearings, maintaining calendars, screening and sorting daily mail, composing routine letters for supervisor’s signature, typing memos and correspondence, making travel arrangements, etc.

Opens and closes case files.

Clocks in, indexes and files case records.

Enters case information into computerized case management system; updates case files as necessary.

Prepares, types, copies, files and/or transmits various letters, memoranda, court orders, legal documents, notices, etc.; prepares various documents needed for hearings.

Interacts with a variety of individuals and groups in order to provide and obtain information concerning the various cases being processed through Probate Court.

Assists in scheduling hearings; schedules attorneys for hearings; notifies all interested parties.

Evaluates office operations and makes recommendations for changes in policies and procedures as appropriate to enhance office effectiveness and efficiency.

Researches and compiles data and information as required for reports and for decision-making purposes.

Answers the telephone; provides information and assistance as requested; forwards calls to appropriate staff person; greets and assists office visitors.

Performs other general clerical work as required, including but not limited to compiling data for reports, copying and filing documents, entering and retrieving computer data, processing daily mail, ordering office supplies, etc.

Receives and responds to employee / public inquiries, concerns and requests for assistance in areas of responsibility.

Attends staff and County meetings as required.

Attends training, meetings, seminars and/or workshops to enhance job knowledge and skills.

Requires gathering, organizing, analyzing, examining or evaluating data or information and may prescribe action based on such data or information.

Requires handling or using machines, tools or equipment requiring brief instruction or experience, such as computers for data entry, fax machines, copiers, telephones or similar equipment; may service office machines, including adding paper and changing toner.

Requires performing semi-skilled work involving set procedures and rules but with frequent problems.

Requires using addition and subtraction, multiplication and division, and/or calculating ratios, rates and percentages.

Requires reading technical instructions, procedures, manuals and charts to solve practical problems; composing routine reports and specialized reports, forms and business letters with proper format; speaking compound sentences using normal grammar and word form.

Requires doing clerical, manual or technical tasks requiring a wide range of procedures and requiring intensive understanding of a restricted field or complete familiarity with the functions of a unit or small division of an operating agency; requires normal attention with short periods of concentration for accurate results or occasional exposure to unusual pressure.

Requires over two years and up to and including four years.

Requires sedentary work that involves walking or standing some of the time and involves exerting up to 10 pounds of force on a recurring basis or routine keyboard operations.

Requires high school diploma or GED equivalent supplemented by formal training, special courses or self-education that is equivalent to satisfactory completion of one year of college education or specialized advanced training in secretarial science, office administration or a closely related field; Associate’s degree is preferred.

Must possess a valid state driver’s license.

Must be capable of being bonded and passing a SLED check and drug screening.

The job risks exposure to no known environmental hazards.

The job requires normal visual acuity and field of vision, hearing and speaking ability.

Responsible for guiding others, requiring a few decisions affecting a few co-workers; works in a stable environment with clear and uncomplicated written/oral instructions but with some variations from the routine.

Richland County is an Equal Opportunity Employer.  ADA requires the County to provide reasonable accommodations to qualified individuals with disabilities.  Prospective and current employees are invited to discuss accommodations.