- Salary
- $56k – $72k/yr
- Location
- Portsmouth, VA, VA
- Department
- Engineering
- Education
- High School
- Closing date
- Today
- Source
- GovernmentJobs
Description
Under limited supervision, this position performs a variety of complex secretarial functions of a confidential nature for Circuit Court Judges. Reports to Chief Judge of the Circuit Court.
Prepares daily dockets for court appearanace; supplies Chief Judge with a completed copy of dockets for review and assign; provides trial dates and trial outcome information to appropriate parties.
Distributes assigned docket to appropriate parties. Prepares and maintains dockets, cases, Orders, law books, supplements and city codes. Gathers documents and maintain in numerical order for docket call; prepares docket call board. Prepares civil cases.
Consults with Commonwealth Attorney’s Office on criminal cases on docket. Notifies Clerk’s Office, Commonwealth Attorney’s Office, etc., of changes made on the docket.
Performs complex administrative support work such as typing and copying a variety of correspondence, forms and reports, creating spreadsheets, data entry and retrieval, and functions that may require interpretation, judgment and determining appropriate processes to be used; establishes files and modifies existing files; reviews forms, data and other information to ensure accuracy and conformance to established procedures and policies. Uses computerized data entry equipment to enter and retrieve docket records, reports and related information.
Answers telephones or greets visitors; may screen and respond to inquiries and complaints; provides information based on general knowledge of programs and activities; refers callers performs other similar types of administrative support activities; and responsible for establishing, coordinating, and/or maintaining filing and record systems.
Performs other duties as assigned. Individual assignments will be determined by supervisor based on current workload and department needs.
Knowledge of Job: Has considerable knowledge of city an departmental rules, regulations, policies and procedures, and the ability to interpret them. Has considerable knowledge of modern office practices and procedures. Has considerable knowledge of arithmetic, spelling, grammar, punctuation and vocabulary. Is skilled in the operation of common office equipment, including computer-drive work processing, spreadsheet and file maintenance programs. Is able to make routine administrative decisions independently in accordance with laws, regulations, and City policies and procedures, methods and prcesses to improve efficiency. Is able to screen communications and, based on content, handle independently or route to proper source. Is able to correct spelling, grammatical, punctuation and typing errors. Is able to use independent judgement in organizing and establishing format. Is able to gather information from a variety of sources and draft documents. Is able to establish and maintain moderately complex files. Is able to exercise considerable tact, courtesy and discretion in frequent contact with the general public. Is able to exercise considerable discretion in handling confidential files. Is able to establish and maintain effective working relationships as necessitated by work assignments.
Quality of Work: Maintains high standards of accuracy in exercising duties and responsibilities. Exercises immediate remedial action to correct any quality deficiencies that occur in areas of responsibility. Maintains high quality communication and interacts within department and division, and with co-workers and the general public.
Quantity of Work: Maintains effective and efficient output of all duties and responsibilities as described under "Essential Job Functions."
Dependability: Assumes responsibility for doing assigned work and meeting deadlines. Completes assigned work on or before deadlines in accordance with directives, city policy, standards and prescribed procedures. Accepts accountability for meeting assigned responsibilities in the technical, human and conceptual areas.
Attendance: Attends work regularly and adheres to city policies and procedures regarding absences and tardiness. Provides adequate notice to higher management with respect to vacation time and time-off requests.
Initiative and Enthusiasm: Maintains an enthusiastic, self-reliant and self-starting approach to meet job responsibilities and accountabilities. Strives to anticipate work to be done and initiates proper and acceptable direction for completion of work with a minimum of supervision and instruction.
Judgment: Exercises analytical judgment in areas of responsibility. Identifies problems or situations as they occur and specifies decision objectives. Identifies or assists in identifying alternative solutions to problems or situations. Implements decisions in accordance with prescribed and effective policies and procedures and with a minimum of errors. Seeks expert or experienced advice and researches problems, situations and alternatives before exercising judgment.
Cooperation: Accepts supervisory instruction and direction and strives to meet the goals and objectives of same. Questions such instruction and direction when clarification of results or consequences are justified, i.e., poor communications, variance with city policy or procedures, etc. Offers suggestions and recommendations to encourage and improve cooperation between all staff persons within the department.
Relationships with Others: Shares knowledge with supervisors and staff for mutual and departmental benefit. Contributes to maintaining high morale among all department employees. Develops and maintains cooperative and courteous relationships with department employees, staffers and managers in other departments, representatives from organizations, and the general public so as to maintain good will toward the department and project a good departmental image. Tactfully and effectively handles requests, suggestions and complaints from other departments and persons in order to maintain good will within the City. Interacts effectively with fellow employees, program clients, Director of Social Services, professionals and the general public.
Coordination of Work: Plans and organizes daily work routine. Establishes priorities for the completion of work in accordance with sound time-management methodology. Avoids duplication of effort. Estimates expected time of completion of elements of work and establish a personal schedule accordingly. Attends meetings, planning sessions and discussions on time. Implements work activity in accordance with priorities and estimated schedules. Maintains a calendar for meetings, deadlines and events.
Safety and Housekeeping: Adheres to all safety and housekeeping standards established by the city and various regulatory agencies. Sees that the standards are not violated. Maintains a clean and orderly workplace.
properly inducted, oriented and trained.
Requires a high school diploma or GED with additional course work in secretarial science, business, public administrative, computer science or related field and 3-5 years of responsible secretarial experience including use of computers and office software applications; or an equivalent combination of education and experience which provides the required knowledge, skills and abilities.
An acceptable general background check to include a local and state criminal history check and sex offender registry check.
Physical Requirements: Must be physically able to operate a variety of automated office machines which include computer, calculators, copiers, facsimile machines, multi-line telephone system, etc. Must be able to exert up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary Work involves sitting most of the time, but may involve walking or standing for periods of time.
Data Conception: Requires the ability to compare and/or judge the readily observable, functional, structural, or compositional characteristics (whether similar to or divergent from obvious standards) of data, people or things.
Interpersonal Communications: Requires the ability of speaking and/or signaling people to convey or exchange information. Includes giving instructions, assignments and/or directions from supervisors.
Language Ability: Requires the ability to read a variety of correspondence, billing invoices, travel vouchers,reports, records, forms, statistical summaries, policy manuals, etc. Requires the ability to prepare reports, correspondence, records, forms, etc., using prescribed formats and conforming to all rules of punctuation, grammar, diction, and style. Requires the ability to speak before groups of people with poise, voice control and confidence.
Intelligence: Requires the ability to apply principles of logical or scientific thinking to define problems, collect data, establish facts, and draw valid conclusions; to interpret an extensive variety of technical instructions in mathematical or diagrammatical form; deal with several abstract and concrete variables.
Verbal Aptitude: Requires the ability to record and deliver information, to explain procedures, to follow oral and written instructions. Must be able to communicate effectively and efficiently using Standard English and possess a basic working knowledge of secretarial and computer operation terminology.
Numerical Aptitude: Requires the ability to utilize mathematical formulas, to add and subtract, multiply and divide. Must be able to utilize decimals and percentages.
Form/Spatial Aptitude: Requires the ability to inspect items for proper length, width and shape.
Motor Coordination: Requires the ability to coordinate hands and eyes rapidly and accurately in using automated office equipment.
Manual Dexterity: Requires the ability to handle a variety of items, office equipment, control knobs, switches, etc. Must have minimal levels of eye/hand/foot coordination.
Color Discrimination: Does not require the ability to differentiate between colors and shades of color.
Interpersonal Temperament: Requires the ability to deal with people beyond giving and receiving instructions. Must be adaptable to performing under minimal levels of stress when confronted with persons acting under stress.
Physical Communication: Requires the ability to talk and/or hear: (talking - expressing or exchanging ideas by means of spoken words; hearing - perceiving nature of sounds by ear). Must be able to communicate via telephone.