Administrative Secretary II - Auxiliary Court - OCA Arpa Grant - J01890 - 25400

Base Pay: $18.59 Hourly

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SUMMARY: Performs a variety of complex secretarial work and administrative duties including composing and typing correspondence, reports, forms, and other documents requiring knowledge of specialized subject matter; workloads, or procedures; making appointments and arranging conferences for supervisor; acting on supervisor's behalf in responding to calls, questions, and requests from the public, some of which may be highly sensitive or confidential in nature; and performs research/gathers data for reports. This position is a 2-year grant funded position with expectation of renewal if further funding available.

The employee is required to be on duty before, during, and after natural disasters and emergencies, as directed by the Department Head.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Establishes and maintains various files of court-related documents.

Reviews all court filings and mail and takes appropriate action.

Keeps inventory of supplies.

Manages, plans and coordinates Court Docket.

Resolves scheduling conflicts and insures case flow.

Maintains court calendar and responds to inquiries by attorneys, local, state and federal agencies and the public.

Conducts docket control conferences and prepares and maintains daily docket and continuing calendar. Attends and assists court at arraignments, pre-trial conferences and docket calls.

Applies law in setting hearings, etc.

Performs direct secretarial/administrative support services for elected official, department head, or other top ranking department administrator(s).

Takes and transcribes dictation or composes and types letters, reports, forms, and other documents requiring knowledge of specialized subject matter.

Receives visitors and officials and answers the telephone, screening calls and visitors, responding to questions, or referring the caller to the appropriate person, department or agency.

Develops office forms and procedures consistent with departmental and county-wide policies, as directed.

Assists in the research and preparation of reports and statistical data; and gathers data for general information purposes on special reports.

Reviews and distributes mail to appropriate departments

Assists in the preparation of department budget and budget amendments.

Establishes and maintains personnel, statistical and other special records and files.

Establishes and maintains confidential files.

Places maintenance calls for repairs needed in office and service calls for equipment needing repairs.

May attend committee, staff, or other meetings and take and transcribe minutes for the department as directed.

May serve as a notary public.

SUPERVISORY RESPONSIBILITIES: Does not usually supervise other employees but may assign work to and review work of employees on a permanent, temporary or project basis.

QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/ or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Any employee who drives a vehicle on official business must have a driving record which meets standards set by the County and the County's insurance carrier.

EDUCATION and/or EXPERIENCE: High school diploma or general education degree (GED) plus five years of increasingly responsible secretarial/administrative experience. One-year supervisory experience preferred.

Any equivalent combination of experience and training which provides the required knowledge, skills, and abilities, may be considered for current Nueces County employees only.

LANGUAGE SKILLS: Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedure, or governmental regulations. Employee reads legal documents, court calendars, correspondence relating to legal cases and manuals relating to equipment or new procedures. Ability to write reports, business correspondence and procedure manuals. Employee may be asked to draft memos/letters to office personnel, law enforcement, witnesses, victims, etc. requesting information required by attorneys; draft statistical reports and enter data into a written ledger/calendar. Ability to effectively present information and respond to questions from groups of managers, clients and the general public. Employee comes into contact with court personnel and other county offices in the preparation and filing of legal documents and in assisting with office/county policies; greets and responds to inquiries from law enforcement, defense attorneys, victims, witnesses, etc. Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, and percentages. Employee must prepare all employee time sheets, do minor statistical reports, assist with budget reports, file numerically, perform inventory tasks and calculate due dates for legal documents/hearings.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

CERTIFICATES, LICENSES, REGISTRATIONS: Texas Operator's Driver's License is needed to perform notarial services outside of the building, file legal documents at the Federal courthouse and deliver and pick-up paperwork. Notary Public certification may be required.

OTHER SKILLS AND ABILITIES: Excellent knowledge of business English, spelling, punctuation, arithmetic, office practices, equipment and materials and adding machine - using ten-key skills.

Knowledge of department and county operations and policies.

Ability to exercise independent judgment regarding the release of sensitive and/or confidential information.

Ability to operate a computer using standard word processing and spreadsheet software packages.

Ability to type at a speed of at least 50 words per minute

Ability to communicate effectively both orally and in writing.

Proficiency in speaking Spanish may be desirable.

Ability to operate or demonstrated ability to learn to operate a computer, telephone, copier, facsimile machine, typewriter, TV-VCR, and camera.

Ability to operate or willingness to learn to utilize Automon, follow Senate Bill 6 requirements and any related training.

Ability to operate or willingness to learn to utilize Odyssey.

Cyber Security training as required by Nueces County policy.

PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to sit; use hands to finger, handle, or feel objects, tools, or controls; reach with hands and arms; and talk or hear. The employee frequently is required to stand; walk; and stoop, kneel, crouch, or crawl. Employee may kneel while looking for a file in the lower drawer of a file cabinet, placing a tape in the VCR, making cardboard boxes to place disposed files into and fixing jammed xerox machine. Crouching/stooping or squatting may occur while looking for a file, retrieving book or evidence from lower shelf, retrieving office supplies, etc. The employee must occasionally lift and/or move up to 25 pounds. Employee lifts large stacks of files and places in attorney's office, courtrooms or disposed file room. Specific vision abilities required by this job include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.

WORK ENVIRONMENT: The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to risk of low radiation when operating the computer. The noise level in the work environment is usually moderate. Employee may encounter an angry defendant or mentally unstable individual in lobby area of office.

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Job Post End Date -

03-03-2025