Hamilton County
Executive Secretary, Court Administration Assistant
Hamilton County, Noblesville, Indiana, United States, 46060
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: Executive Secretary/Court Administrator Assistant
DEPARTMENT: Court Administration
WORK SCHEDULE: 8:00 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 function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodations would present an undue hardship.
Incumbent serves as Executive Secretary/Court Administrator Assistant for Court Administration, responsible for providing assistance to department personnel, and assisting the public. Oversees all courtroom equipment and technical needs of Circuit and Superior courts and reports this information to the Court Administrator. Ensures department is staffed during emergencies and vacations. Represents courts and department in Administrator of Courts absence. Incumbent supervises staff in accounting functions, customer service procedures, payroll processes including vacation and department overtime.
DUTIES:
Maintains all Courts' including IV-D Court's personnel records, including reviewing online timesheets, calculating hours, entering leave, hours worked, and monitoring accrued benefit hours on computer, printing reports and payroll summary, and forwarding to Auditor.
Developed and maintains report for monitoring all courts' work schedules, overtime, sick and vacation time and makes suggestions to Court Administrator for minimizing overtime and part-time costs. Assists with creating and updating job descriptions for court personnel and prepares job classification forms for submission to Personnel Committee.
Assists Court Administrator with annual department budget planning and preparation, including projecting costs, and preparing forms for presentation to County Council.
Assists Court Administrator in determining needs for court technology and office operations, and coordinating projects between the courts, IT department, and suppliers.
Review citizens' problems/complaints as referred by other departments prior to presenting to Court Administrator for resolution.
Prepares annual budget for IVD reimbursement and submits to Family and Social Services Administration.
Assists Youth Assistance Program (YAP) Director with preparation of annual budget for six Hamilton County school systems. Maintains YAP timesheets, calculating hours, entering leave hours worked and accrued benefit hours into payroll system. Prints reports and payroll summary and forwards to Auditor's department. Monitors and records YAP expenses and maintains monthly expenditures for each school system.
Monitors and records all Veterans' Court expenses and prepares reports for Veterans' Court Management and Coordinator.
Monitors and records Guardian Ad Litem (GAL) Program expenses and prepares reports for GAL Director.
Serves as liaison between various court agencies and Auditor's office.
Organizes and maintains expenses and monitors available cash balances for any court grants received processing grant claims and scans into grant software program. Prepares quarterly and annual reports due to state agencies for various grant funds.
Answers and screens telephone calls and greets office visitors, explaining policies and procedures, providing information, assisting with forms, and directing to appropriate courtroom, individual or department.
Performs various clerical functions as assigned or as needed, including sorting/distributing mail, locating legal statutes, scheduling/reserving ancillary equipment for trials, scheduling/reserving rooms for other departments, arranging interpreters, transcribing orders, correspondence, memorandums and other documents, and periodically assisting in drafting/preparing court services brochures.
Supervises other staff members in the processing of juvenile accounts receivable claims and payments, including auditing amounts and documentation, and preparing/mailing forms. Developed reports to monitor reimbursements for juvenile, guardian ad litem, and interpreter costs, and prepares/disseminates related reports to appropriate departments.
Records/posts department claims/vouchers to budget on computer and reconciles monthly expenditure guidelines with Auditor's records. Prepares and submits requests for transfers and additional appropriations as needed and presents to County Council in absence of Court Administrator.
Monitors court line items in Court Administration's budget and advises court manager/judge when they are close to their individual court's allotment so decisions can be made for requesting additional funding if required.
Periodically operates video arraignment equipment in absence of Court Reporter or as needed and serves as Court Reporter in other courts as needed. Periodically performs duties of and assists other department personnel as needed, such as taking notes at judicial meetings in absence of Court Administrator and assisting Bailiffs in organizing jurors in jury assembly.
Periodically compiles and prepares judicial statistical reports as assigned.
Prepares updates to Court web page and forwards to website.
Prepares electronic processing of 6900 quarterly jury questionnaires and sends to outside supplier to print and mail for all courts.
Schedules and facilitates meetings with bailiffs as needed to discuss jury issues, software problems, provides information and training on any new software updates.
Schedules and facilitates meetings with court reporters as needed to discuss related issues,
software problems and provides information on any new software updates.
Monitors contract renewals for Hispanic Pauper Counsel, Juvenile and Adult Pauper Counsel, pre-trial counsel, and GAL counsel.
Monitors and maintains office supply inventory and orders approved items.
Periodically assists in hiring part-time department personnel as assigned, including interviewing applicants, making hiring recommendations, and providing orientation and training.
Performs related duties as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK :
High school diploma or GED, and a minimum of three years of supervision, payroll processing, personnel procedures, and relevant experience, preferably in a legal/court environment. Associate Degree or higher preferred.
Working knowledge of standard office and court policies, procedures and related terminology, and ability to apply such knowledge to a variety of interrelated tasks.
Understanding of personnel procedures and ability to handle issues in absence of Administrator
Of Courts.
Ability to type with speed and accuracy; and properly operate a variety of standard office equipment, including computer, printer, calculator, telephone, fax machine, copier, video conferencing and court recording equipment.
Ability to troubleshoot courtroom equipment on a moments notice, understand its operation in order to properly identify problems, and forward this information to the service technician.
Working knowledge of basic bookkeeping principles, and ability to make relevant arithmetic calculations in maintaining/reconciling fund accounts and preparing and processing related documents.
Strong 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, juvenile facilities, State Court Administrator, and the public, including being sensitive to judicial and professional ethics, gender, cultural diversities, and disabilities.
Strong working knowledge of Microsoft Word, Excel, and PowerPoint along with Microsoft Teams, Zoom, and Odyssey.
Ability to prepare legal documents/forms and create templates to generate statistical reports on computer.
Ability to schedule, prioritize, and work on several tasks at the same time, and complete assignments effectively amidst frequent distractions and interruptions.
Ability to understand and follow written and oral instructions/directions, and appropriately respond to constructive criticism.
Ability to competently serve the public with civility, integrity, 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 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 statutory requirements.
Ability to occasionally travel out of town for seminars/training, sometimes overnight.
II. RESPONSIBILITY:
Incumbent performs standard, recurring and supervisory (as assigned) duties according to well-established department policies and procedures. Incumbent receives general supervision, with priorities determined primarily by the Administrator of Courts. Errors in incumbent's work are usually prevented through procedural safeguards and are detected through 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, juvenile facilities, State Court Administrator, and the public for purposes of exchanging information, and explaining policies and procedures.
Incumbent reports directly to Court Administrator.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT :
Incumbent performs duties in a standard office/courtroom environment involving sitting, bending, stooping, and walking at will, close and far vision, hearing communication, speaking clearly, reaching, keyboarding, color and depth perception, lifting/carrying objects weighing less than 25 pounds, handling/grasping/fingering objects, and exposure to potentially violent/hostile persons. Incumbent occasionally travels out of town for seminars/training, sometimes overnight.
APPLICANT/EMPLOYEE ACKNOWLEDGMENT
The job description for the position of Executive Secretary/Court Administrator Assistant for Court Administration 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.
Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.
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: Executive Secretary/Court Administrator Assistant
DEPARTMENT: Court Administration
WORK SCHEDULE: 8:00 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 function of the position satisfactorily. The requirements listed in this document are representative of the knowledge, skill, and/or ability required. Hamilton County provides reasonable accommodations to qualified employees and applicants with known disabilities who require accommodation to complete the application process or perform essential functions of the job, unless the accommodations would present an undue hardship.
Incumbent serves as Executive Secretary/Court Administrator Assistant for Court Administration, responsible for providing assistance to department personnel, and assisting the public. Oversees all courtroom equipment and technical needs of Circuit and Superior courts and reports this information to the Court Administrator. Ensures department is staffed during emergencies and vacations. Represents courts and department in Administrator of Courts absence. Incumbent supervises staff in accounting functions, customer service procedures, payroll processes including vacation and department overtime.
DUTIES:
Maintains all Courts' including IV-D Court's personnel records, including reviewing online timesheets, calculating hours, entering leave, hours worked, and monitoring accrued benefit hours on computer, printing reports and payroll summary, and forwarding to Auditor.
Developed and maintains report for monitoring all courts' work schedules, overtime, sick and vacation time and makes suggestions to Court Administrator for minimizing overtime and part-time costs. Assists with creating and updating job descriptions for court personnel and prepares job classification forms for submission to Personnel Committee.
Assists Court Administrator with annual department budget planning and preparation, including projecting costs, and preparing forms for presentation to County Council.
Assists Court Administrator in determining needs for court technology and office operations, and coordinating projects between the courts, IT department, and suppliers.
Review citizens' problems/complaints as referred by other departments prior to presenting to Court Administrator for resolution.
Prepares annual budget for IVD reimbursement and submits to Family and Social Services Administration.
Assists Youth Assistance Program (YAP) Director with preparation of annual budget for six Hamilton County school systems. Maintains YAP timesheets, calculating hours, entering leave hours worked and accrued benefit hours into payroll system. Prints reports and payroll summary and forwards to Auditor's department. Monitors and records YAP expenses and maintains monthly expenditures for each school system.
Monitors and records all Veterans' Court expenses and prepares reports for Veterans' Court Management and Coordinator.
Monitors and records Guardian Ad Litem (GAL) Program expenses and prepares reports for GAL Director.
Serves as liaison between various court agencies and Auditor's office.
Organizes and maintains expenses and monitors available cash balances for any court grants received processing grant claims and scans into grant software program. Prepares quarterly and annual reports due to state agencies for various grant funds.
Answers and screens telephone calls and greets office visitors, explaining policies and procedures, providing information, assisting with forms, and directing to appropriate courtroom, individual or department.
Performs various clerical functions as assigned or as needed, including sorting/distributing mail, locating legal statutes, scheduling/reserving ancillary equipment for trials, scheduling/reserving rooms for other departments, arranging interpreters, transcribing orders, correspondence, memorandums and other documents, and periodically assisting in drafting/preparing court services brochures.
Supervises other staff members in the processing of juvenile accounts receivable claims and payments, including auditing amounts and documentation, and preparing/mailing forms. Developed reports to monitor reimbursements for juvenile, guardian ad litem, and interpreter costs, and prepares/disseminates related reports to appropriate departments.
Records/posts department claims/vouchers to budget on computer and reconciles monthly expenditure guidelines with Auditor's records. Prepares and submits requests for transfers and additional appropriations as needed and presents to County Council in absence of Court Administrator.
Monitors court line items in Court Administration's budget and advises court manager/judge when they are close to their individual court's allotment so decisions can be made for requesting additional funding if required.
Periodically operates video arraignment equipment in absence of Court Reporter or as needed and serves as Court Reporter in other courts as needed. Periodically performs duties of and assists other department personnel as needed, such as taking notes at judicial meetings in absence of Court Administrator and assisting Bailiffs in organizing jurors in jury assembly.
Periodically compiles and prepares judicial statistical reports as assigned.
Prepares updates to Court web page and forwards to website.
Prepares electronic processing of 6900 quarterly jury questionnaires and sends to outside supplier to print and mail for all courts.
Schedules and facilitates meetings with bailiffs as needed to discuss jury issues, software problems, provides information and training on any new software updates.
Schedules and facilitates meetings with court reporters as needed to discuss related issues,
software problems and provides information on any new software updates.
Monitors contract renewals for Hispanic Pauper Counsel, Juvenile and Adult Pauper Counsel, pre-trial counsel, and GAL counsel.
Monitors and maintains office supply inventory and orders approved items.
Periodically assists in hiring part-time department personnel as assigned, including interviewing applicants, making hiring recommendations, and providing orientation and training.
Performs related duties as assigned.
I. JOB REQUIREMENTS AND DIFFICULTY OF WORK :
High school diploma or GED, and a minimum of three years of supervision, payroll processing, personnel procedures, and relevant experience, preferably in a legal/court environment. Associate Degree or higher preferred.
Working knowledge of standard office and court policies, procedures and related terminology, and ability to apply such knowledge to a variety of interrelated tasks.
Understanding of personnel procedures and ability to handle issues in absence of Administrator
Of Courts.
Ability to type with speed and accuracy; and properly operate a variety of standard office equipment, including computer, printer, calculator, telephone, fax machine, copier, video conferencing and court recording equipment.
Ability to troubleshoot courtroom equipment on a moments notice, understand its operation in order to properly identify problems, and forward this information to the service technician.
Working knowledge of basic bookkeeping principles, and ability to make relevant arithmetic calculations in maintaining/reconciling fund accounts and preparing and processing related documents.
Strong 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, juvenile facilities, State Court Administrator, and the public, including being sensitive to judicial and professional ethics, gender, cultural diversities, and disabilities.
Strong working knowledge of Microsoft Word, Excel, and PowerPoint along with Microsoft Teams, Zoom, and Odyssey.
Ability to prepare legal documents/forms and create templates to generate statistical reports on computer.
Ability to schedule, prioritize, and work on several tasks at the same time, and complete assignments effectively amidst frequent distractions and interruptions.
Ability to understand and follow written and oral instructions/directions, and appropriately respond to constructive criticism.
Ability to competently serve the public with civility, integrity, 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 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 statutory requirements.
Ability to occasionally travel out of town for seminars/training, sometimes overnight.
II. RESPONSIBILITY:
Incumbent performs standard, recurring and supervisory (as assigned) duties according to well-established department policies and procedures. Incumbent receives general supervision, with priorities determined primarily by the Administrator of Courts. Errors in incumbent's work are usually prevented through procedural safeguards and are detected through 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, juvenile facilities, State Court Administrator, and the public for purposes of exchanging information, and explaining policies and procedures.
Incumbent reports directly to Court Administrator.
IV. PHYSICAL EFFORT AND WORK ENVIRONMENT :
Incumbent performs duties in a standard office/courtroom environment involving sitting, bending, stooping, and walking at will, close and far vision, hearing communication, speaking clearly, reaching, keyboarding, color and depth perception, lifting/carrying objects weighing less than 25 pounds, handling/grasping/fingering objects, and exposure to potentially violent/hostile persons. Incumbent occasionally travels out of town for seminars/training, sometimes overnight.
APPLICANT/EMPLOYEE ACKNOWLEDGMENT
The job description for the position of Executive Secretary/Court Administrator Assistant for Court Administration 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.
Hamilton County is an Equal Opportunity Employer. We participate in E-Verify.