Administrative Assistant I

Job Responsibilities

Under direction of the Deputy Director, provides high-level administrative coordination, and plans, coordinates, and performs a variety of administrative functions, business management, and support service activities requiring individual discretion in the interpretation and application of policies and procedures primarily for the Court Reporting staff in the Court Reporting/Judges' Scheduling/Court Interpreting Section.

ESSENTIAL DUTIES AND RESPONSIBILITIES OF THE POSITION

This job bulletin represents general duties for this position and is not intended to be construed as exclusive or all-inclusive. Other duties may be required and assigned.

• Responds to transcript requests received in dedicated email boxes. Verifies the correct court reporter (CR) was contacted by checking the Terms of Court Calendar. Acknowledges requests, prints requests, and places in Program Manager's file for production. Answers calls pertaining to transcript requests. Notifies appropriate supervisor of problems with transcript requests, as necessary. Responds to and enters extension requests received into the Court Reporter Tracking System. Responsible for file maintenance of approved extensions. Creates and maintains the monthly transcript tracking report. Notifies the appropriate CR supervisor of late transcripts or outstanding transcripts requests that do not have the required documentation submitted. Contacts court reporters to follow up on the status of the outstanding transcripts monthly.
• Responds to phone and email questions regarding interpreter certification, payments, and other requests as received. Responsible for daily administrative tasks related to the court interpreting program. Prepare correspondence, reports, form letters, and other materials as needed. Files this correspondence in OnBase in accordance with the SCJB Retention Schedule. Must utilize and be proficient in OnBase.
• Responds to inmate letters regarding transcripts received by mail and in the transcripts email box. Files this correspondence in OnBase in accordance with the SCJB Retention Schedule. Conducts research for Court Services staff using computer and printed resources. Serves as the OnBase filing system point of contact and primary user, filer and retriever for the CR staff. Assists as needed with document filing and retention.
• Verifies the accuracy of the items on travel reimbursement vouchers for court reporters and obtains the authorized signatures. Forwards to Finance and Personnel for processing. Serves as the backup to the person who approves, logs, and scans in approved reimbursement requests for court interpreter services rendered to the courts, and copies forms for submission to the Office of Fiscal Services. Responsible for maintenance of these forms in OnBase.

Minimum and Additional Requirements

• A high school diploma
• 3 years of administrative work experience.
• Proficiency in the use of Microsoft Office Suite (Word, Excel), computer and word processing required.
• Must have dependable transportation as this position requires occasional travel to storage facilities and courthouses statewide.

REQUIRED KNOWLEDGE, SKILLS, ABILITIES AND OTHER CHARACTERISTICS

• Knowledge of Judicial Branch policies, procedures, rules, regulations and program services.
• Knowledge of the principles, policies and practices of office management.
• Ability to coordinate diverse administrative functions, and work independently using discretion and maintaining confidentiality.
• Ability to effectively plan, organize and prioritize work while meeting established deadlines.
• Must be able to work independently, exercising good judgement, and discretion.
• High level of verbal and written communications skills is a must. Proficiency in English is required.
• Punctuality and avoidance of excessive absences is required.
• Full comprehension of Office management practices, procedures and equipment. Excellent knowledge of MS Office suites.
• Exemplary planning and time management skills.
• Ability to develop and maintain an efficient documentation and filing system.
• Ability to work and communicate effectively, and professionally with all levels of SCJB management and staff, county employees and officials, state agencies, stakeholders, the public and vendors.
• Ability to perform all duties with courtesy, accuracy and promptness.

Preferred Qualifications

• Associate's degree in office administration, paralegal studies, english, general studies, business administration, or liberal arts & sciences.
• Skilled in using Microsoft Word, Outlook, Webex, and creating Excel spreadsheets. Data Entry skills; Powerpoint experience a plus; experience with OnBase, Sharepoint, and OneDrive preferred.

Additional Comments

The South Carolina Judicial Branch offers an exceptional benefits package for FTE positions that include:

• Health, Dental, Vision, Long Term Disability, and Life Insurance for Employee, Spouse, and Children;
• State Retirement Plan and Deferred Compensation Programs (Temporary positions have option to enroll);
• 15 days paid annual (vacation) leave per year;
• 15 days paid sick leave per year;
• Option to designate 10 days of earned paid sick leave per year as family sick leave;
• 13 paid state holidays;
• Paid Parental Leave; and
• Workers’ Compensation Benefits.