Job Abstract

The following duties indicate the general nature and level of work performed by the Administrative Assistant. They are not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of this position. Other duties may be required or assigned at any time.

Primary Job Function:
To provide clerical, technical and administrative support for the Judge. The Executive Administrative Assistant reports directly to the Judge.

1. Answer phones and greet visitors
2. Assist with scheduling appointments, maintaining calendars
3. Schedule and coordinate staff and other meetings as requested by the Administrative Judge
4. Collate and distribute mail
5. Prepare communications, such as memos, emails, invoices, reports, and other requested correspondence
6. Write and edit documents from letters to reports and instructional documents
7. Create and maintain filing systems, both electronic and physical
8. Manage accounts and perform bookkeeping
9. Performs clerical and administrative duties such as composing letters, memos, reports, and invoices for the Administrative Judge of the Cleveland Housing Court
10. Performs all work with attention to detail, accuracy, and compliance with legal and procedural requirements.
11. Greet visitors and callers, explain procedures, provide information and/or refer inquiries to appropriate staff, litigants, parties to cases, and members of the community.
12. Researches and collates data and gives directives to other staff members for such according to established time frames.
13. Registers the Administrative Judge for seminars, BAR memberships, and other legal organizations events.
14. Prepares Visiting Judge requests to the Ohio Supreme Court and coordinates with and assists any Visiting Judge working on site in the absence of the Administrative Judge and personal bailiff.
15. Prepares yearly Financial Disclosure Statements for the Administrative Judge as requested.
16. Respond to requests for statistical data or other materials within the Judicial Branch, which can be obtained from files, reports, documents, etc.
17. Receives sorts, reviews, and distributes mail and faxes sent to the Administrative Judge.
18. Assists with the editing and filing of Administrative Orders.
19. Coordinates interpreters for criminal hearings as needed.
20. Coordinates docket coverage needs of the Court.
21. Independently answers inquiries requiring knowledge of policies and procedures or directs them to proper departments.
22. Acts as a bailiff to Judicial Officers, maintaining criminal dockets, appointments, and leave calendars as a function of coordinating individual judicial schedules for the Court’s criminal dockets.
23. Coordinates and schedules meetings; may serve as recorder of minutes with responsibility for transcription and distribution of meeting minutes.
24. Maintains confidential and sensitive information and files.
25. Arrange business itineraries and coordinate travel; submit travel reconciliation to the finance department as required.
26. Demonstrates technical proficiency with various technologies and applications.
27. Coordinates facility repairs and maintenance requests.
28. Performs other duties as assigned by the Judge and personal bailiff.

QUALIFICATIONS AND REQUIREMENTS

1. Five years of executive administrative assistant work experience required. Legal administrative experience preferred.
2. Excellent written and verbal communication skills.
3. High level of proficiency in computer applications, including case management systems, Microsoft Office programs, and video conference software
4. Ability to motivate and inspire people.
5. Ability to conduct effective planning, direction, and control of an activity.
6. Exercise sound judgment in making decisions; problem-solve, coordinate, and facilitate activities of areas of responsibility; multi-task, prioritize, and carry out special and general assignments without direct supervision.
7. Organize, coordinate, plan, and complete projects independently.
8. Communicate effectively, both orally and in writing.
9. Establish and maintain effective and positive working relationships with internal sources, outside agencies, and the public.
10. Respond appropriately to sensitive and/or confidential issues and deal effectively with people of diverse cultural and socio-economic backgrounds.
11. Compose written materials while demonstrating superior knowledge and understanding of legal concepts and the English language, including spelling, punctuation, and grammar, capitalization, and word usage.
12. Input and retrieve data from multiple case management and record-keeping systems.
13. Maintain records and files, assist with data compilation, and prepare reports and summaries.
14. Operate office equipment, including copiers, scanners, VOIP telephone systems, and video conference platforms, the qualifications and requirements listed above are guidelines for selection purposes. Alternative qualifications may be substituted if considered by the Court to be sufficient to demonstrate the ability to perform the essential duties of the position.

COURT EXPECTATIONS OF EMPLOYEE
In completing the duties and responsibilities of this position, the Court expects the incumbent will adhere to all court policies, guidelines, practices, and procedures; act as a role model both inside and outside the Court; perform duties as workload necessitates in a timely, accurate and thorough manner; be conscientious about meeting department productivity standards; and communicate regularly with supervisor about department issues.

AT-WILL EMPLOYMENT
The Administrative Assistant is an at-will employee and serves at the pleasure of the Court; she/he is not in the classified civil service system and is not a member of a bargaining unit. The Court is an Equal Opportunity Employer. We respect and seek to empower each individual and support the diverse cultures, perspectives, skills, and experiences within our workforce.

DRUG SCREEN AND BACKGROUND CHECK
All job offers are contingent upon passing a pre-employment screenings as mandated by the City of Cleveland. These screenings include a criminal background check and drug screen. New hires will be placed on a 180-day probationary period.

DRUG SCREEN AND BACKGROUND CHECK
All job offers are contingent upon passing a pre-employment screenings as mandated by the City of Cleveland. These screenings include a criminal background check and drug screen. New hires will be placed on a 180-day probationary period.