Office Administrator-Judicial Services

Location:

1 Hamilton County Square

• Noblesville, Indiana, 46060

Hamilton County is one of Indiana's fastest growing, highest educated and wealthiest counties in the state and the Midwest. Two-thirds of the workforce lives and works in the county -- a percent that has remained constant since 2010. Hamilton County is continually recognized in rankings ranging from "Best Cities to Relocate To" and "Best City to Raise a Family" to "Healthiest County in Indiana" and "Happiest Suburbs in the Nation". Come be a part of all Hamilton County has to offer as we work together to serve the citizens of Hamilton County.

Job Description:

POSITION: Office Administrator

DEPARTMENT: Superior Court 4

WORK SCHEDULE: 8:30 a.m.

• 4:30 p.m., M-F

STATUS: Full-time

FLSA STATUS: Non-exempt

To perform this position successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed in this document 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.

Incumbent serves as Office Administrator for Superior Court 4, responsible for managing office operations, coordinating court schedules, administering department budget, and supervising personnel.

DUTIES:

Supervises and directs assigned personnel, including interviewing applicants, making hiring recommendations, planning/delegating work assignments, providing training and corrective instruction, evaluating performance, maintaining discipline, and discussing/resolving problems and providing assistance as needed. Maintains department personnel records.

Reviews incoming tasks, determines proper disposition, and forwards to appropriate personnel.

Serves as department liaison with other County departments and attorneys.

Monitors department payroll, including collecting/reviewing time sheets, entering time clock omissions/corrections, hours worked and leave on computer.

Prepares and processes department claims/vouchers, including calculating/verifying invoice amounts and documentation, preparing forms, forwarding to Court Administration.

Monitors budget and reconciles monthly with Court Administration records.

Provides secretarial assistance to Judge, including taking/transcribing dictation, periodically researching/compiling information, and occasionally attending meetings with or in absence of Judge and taking notes.

Composes/types various forms/documents, such as orders, chronological case summary entries, jury instructions and preliminary orders, and occasionally forms for office use. Retrieve information as needed.

Monitors and maintains inventory of office supplies, periodically ordering and/or picking up items as needed.

Periodically performs duties of Bailiff, Court Reporter, and other personnel in their absence.

Assists Judge in preparing annual department budget, including reviewing requirements, discussing with Judge, calculating salary increases and operational costs, and typing salary and budget request forms. Compiles, prepares, copies, files, and submits or disseminates various month-end and year-end reports.

Periodically attends job-related seminars as authorized, and coordinates training and seminars for department personnel as needed.

Periodically serves as night court bailiff or court reporter.

Work queues as necessary.

Scan court entries into computer as needed.

Performs related duties as assigned.

I. JOB REQUIREMENTS AND DIFFICULTY OF WORK:

High school diploma or GED and a minimum of three years of bookkeeping experience, and/or secretarial experience, preferably in a legal/court environment. Associate Degree in paralegal, office management, or related area preferred; supervisory experience preferred.

Possession of or ability to obtain IDACS Certification within specified period.

Thorough knowledge of Indiana Rules of Court, and standard office and court policies, procedures and related terminology, and ability to apply such knowledge to a variety of interrelated tasks.

Working knowledge of basic bookkeeping principles, and ability to make relevant arithmetic calculations in preparing payroll and claims/vouchers, preparing and maintaining budget records, and compiling various reports.

Ability to type with speed and accuracy and properly operate a variety of standard office equipment, including computer, printer, calculator, telephone, fax machine, transcriber/dictaphone, postage meter, court recording equipment, and copier.

Working knowledge of standard English grammar, spelling and punctuation, and ability to effectively communicate orally and in writing with co-workers, other County departments, attorneys, and the public, including being sensitive to professional ethics, gender, cultural diversities and disabilities.

Ability to understand and follow written and oral instructions/directions, and appropriately respond to constructive criticism.

Ability to work on several tasks at the same time, often under time pressure, and complete assignments effectively amidst frequent distractions and interruptions.

Ability to competently serve the public with diplomacy and respect, including occasional encounters with irate/hostile persons.

Ability to comply with all employer/department personnel policies and work rules, including, but not limited to, attendance, safety, drug-free workplace, and personal conduct.

Ability to work alone and with others in a team environment with minimum supervision, and maintain appropriate, respectful interrelationships with co-workers.

Ability to provide public access to or maintain confidentiality of department information/records according to state requirements.

Ability to occasionally work extended and/or evening hours, and occasionally travel out of town for seminars, but not overnight.

Possession of a valid Indiana driver's license and demonstrated safe driving record.

II. RESPONSIBILITY:

Incumbent performs moderately complex duties according to well-established department/court policies and procedures. Incumbent receives indirect or occasional supervision, with priorities primarily determined by supervisor.

Errors in incumbent's work are usually prevented through procedural safeguards and are detected through standard bookkeeping checks, and/or supervisory review. Undetected errors may result in loss of time for correction and/or inconvenience to other departments, agencies or the public.

III. PERSONAL WORK RELATIONSHIPS:

Incumbent maintains frequent contact with co-workers, other County departments, attorneys, and the public for purposes of exchanging information, explaining/interpreting policies and procedures, resolving problems, coordinating office and court operations, and supervising personnel.

Incumbent reports directly to Superior Court 4 Judge.

IV. PHYSICAL EFFORT AND WORK ENVIRONMENT:

Incumbent performs duties in a standard office environment involving hearing communication, speaking clearly, and keyboarding. Incumbent occasionally works extended and/or evening hours, and occasionally travels out of town for seminars, but not overnight.

APPLICANT/EMPLOYEE ACKNOWLEDGMENT

The job description for the position of Office Administrator for Superior Court 4 describes the duties and responsibilities for employment in this position. I acknowledge that I have received this job description, and understand that it is not a contract of employment. I am responsible for reading this job description and complying with all job duties, requirements and responsibilities contained herein, and any subsequent revisions.

Proposed Hourly Rate:

$27.92

Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.