Administrative Assistant I

Job Responsibilities

The South Carolina Judicial Branch (SCJB) invites applications for an Administrative Assistant I for the Office of Disciplinary Counsel.

The Administrative Assistant I provides administrative legal support to the Office of Disciplinary Counsel, maintaining case management systems and assisting with document accuracy, preparation of meeting agendas for the regular investigative panel meetings, proofing agenda panel summaries, preparing correspondence at the request of attorneys, and processing incoming and outgoing physical and electronic mail.

ESSENTIAL DUTIES AND RESPONSIBILITIES OF THE POSITION

This job bulletin represents general duties for this position and is not intended to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Opens new cases in Time Matters and check accuracy of contact information against the Attorney Information System and update contact information as necessary. Prepares acknowledgement letters, case management schedules, and correspondence to complainants requesting more information, and other documents as requested. Prepares and maintains contemporaneous inventories of all opened file materials for which paper files are not requested by staff attorneys; send acknowledgment letters, notices of investigation and other correspondence electronically and/or through U.S. Mail and save to Time Matters or other case management database.

• Prepares and processes notices of final disposition, Treacy letters, and other correspondence as requested. On daily basis checks status of files in Time Matters and closes files with closure pending status, once the files are ready to be closed. Verifies that all data is complete, the notice of final disposition has been sent, and the file is ready to be closed. Confers with the assigned attorney, if data is missing, to determine what steps are needed. Processes outgoing paper mail including certified mail; scans final signed documents into Time Matters or other case management system. Works with attorneys to complete and update case management schedules. Opens paper files as requested by staff attorneys.

• Communicates with security regarding visitors. Receive telephone calls, transfer calls, or direct callers to other agencies, as appropriate. Receives incoming paper mail and electronic mail (ODCmail@sccourts and OneDrive). Open and date stamp new complaints and scan and email them to the intake attorney. Saves all other mail to appropriate files in Time Matters or other case management system and alert assigned staff. Calendar any necessary deadlines on Time Matters or other calendaring system and alert assigned staff.

• Maintains paper files, keeping filing up-to-date, including preparing inventories and labelling of boxes and overseeing transport to archives. Maintains closed files in storage, both on and offsite. Coordinates office- wide shred days in conjunction with the Calhoun Building shred days so that all files ready to be shredded are included.

• Assists Deputy / Disciplinary Counsel with fiscal year-end reporting, including physical audit. With supervision and assistance, assists in preparation of year-end reports. Assists with the preparation of meeting agendas for the regular investigative panel meetings, including proofing agenda panel summaries.

• Assist in preparation of exhibits or other documents for hearings or Rule 19 appearances. Assist with filing documents with the Supreme Court or the Commissions on Judicial or Lawyer Conduct, and proofing written work product.

• Other administrative duties as assigned by Disciplinary Counsel or Deputy Disciplinary Counsel.

Minimum and Additional Requirements

MINIMUM QUALIFICATIONS (EDUCATION AND EXPERIENCE)

• High school diploma or equivalent and three (3) years of administrative/secretarial work experience.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS

Knowledge of:

• Knowledge of the principles, policies, and practices of law office administrative support or demonstrated willingness to learn.

• Knowledge of grammatical rules, spelling, language usage, and clerical formats. Accuracy in preparing correspondence.

• Knowledge of law office filing practices.

Skills:

• Proficiency with Outlook, and Excel. Ability to become proficient with Time Matters or other case management system.

Abilities:

• Attention to detail in generating, filing, and saving correspondence.

• Ability to effectively plan and organize work activities and prioritize task completion according to schedules and goals.

• Ability to communicate courteously and effectively, both orally and in writing, with Judges, attorneys, and the general public.

• Ability to exercise judgment and discretion when handling Office of Disciplinary Counsel correspondence, pleadings and other documents.

• Ability to maintain confidential nature of matters and files.

Others:

• Must be able to work in an autonomous environment with self-driven initiative and motivation to use individual discretion.

• Will take direction from Disciplinary Counsel, Deputy Disciplinary Counsel, or associate Disciplinary Counsel on case preparation, filing, and document management.

Preferred Qualifications

DESIRABLE REQUIREMENTS (EDUCATION AND EXPERIENCE)

• Administrative/clerical work experience in a court environment or legal setting.

Additional Comments

ADDITIONAL COMMENTS

The South Carolina Judicial Branch offers an exceptional benefits package for FTE positions that include:

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children;

• State Retirement Plan and Deferred Compensation Programs (Temporary positions have option to enroll);

• 15 days paid annual (vacation) leave per year;

• 15 days paid sick leave per year;

• Option to designate 10 days of earned paid sick leave per year as family sick leave;

• 13 paid state holidays;

• Paid Parental Leave; and

• Workers' Compensation Benefits.

EQUAL OPPORTUNITY EMPLOYER

The South Carolina Judicial Branch is an equal opportunity employer and is committed to providing equal employment opportunities to all applicants and does not discriminate on the basis of race, color, religion, national origin, sex, gender, pregnancy, age, or disability.