State of Oregon Management Assistant 2 (Management Assistant) in Grants Pass, Oregon

Management Assistant 2 (Management Assistant)

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Management Assistant 2 (Management Assistant)

Salary

$3,237.00 - $5,274.00 Monthly

Location

Grants Pass, OR

Job Type

Permanent

Department

Judicial Department - State Courts

Job Number

OJD-JOSMA2-01

Closing

6/3/2018 11:59 PM Pacific

  • Description

  • Benefits

  • Questions

Description

Josephine County Circuit Court is hiring a management assistant.

The management assistant is part of the court's administration unit.

This position provides administrative and analytical support to the court's administrator and management team, and to its judges and staff. The person in this position must be a strong communicator, able to safeguard information, respond with poise and diplomacy, and analyze and troubleshoot administrative issues the court handles.

Duties & Responsibilities

Typical job duties may include, but are not limited to, the tasks listed below. Assigned tasks may be changed to accommodate workload and organizational needs.

Clerical and Data Entry Duties

  • Communicate correspondence and information from various sources to staff directly and via supervisors.

  • Process and reconcile monthly timesheets.

  • Maintain multiple appointment and scheduling calendars.

  • Compile and prepare resource materials and/or manuals.

  • Design, prepare and revise forms, documents, templates, macros, flowcharts, spreadsheets and resource materials for use by both the staff and the public.

  • Distribute handouts from OJD's Office of the State Court Administrator.

  • Record meeting minutes.

Administrative Duties and Outreach

  • File and retain all written communications to and from the Trial Court Administrator (TCA).

  • Review electronic mail and respond appropriately during TCA absence.

  • Communicate frequently with a wide variety of people (judges, management, staff members, outside agencies, and the public), both in person and via telephone. Provide information, solve problems or troubleshoot.

  • Coordinate meetings and/or travel arrangements.

  • Develop, compile, analyze and prepare various statistical reports as part of comprehensive studies to determine where improvements are necessary; studies could include budgetary, personnel, workload, policy and programs, facilities and other subject matter considerations.

  • Manage court security system, including but not limited to: entry access, security funds, and facility security improvements.

  • Maintain custody of building keys and control logs.

  • Analyze and interpret related court statistics and report to the TCA.

  • Attend meetings, prepare agendas and meeting materials.

  • Participate in strategic discussions and recommend solutions regarding complex issues.

  • Attend court, community, and system stakeholder meetings during the TCA's absence.

  • Resolve minor personnel issues and respond to staff questions regarding personnel- or court-related questions.

  • Assist with recruitment for the court.

  • Participate on interview panels. Recommend hiring. Orient new hires about Josephine County Circuit Court and review OJD benefits.

Financial Duties

  • Track budget and grant expenditures, conduct complex fiscal and budget analysis in order to adjust procedures to reduce costs or balance accounts, and pinpoint problems for resolution.

  • Conduct purchasing research.

  • Draft proposal documents and requests for estimate.

  • Prepare purchase orders.

  • Work directly with vendors by obtaining bids, ordering, and monitoring work or goods purchased for accuracy and quality.

  • Approve service and supply requests (e.g., office supply ordering), and oversee major capital purchases.

  • Accounts payable.

  • Participate in operational and administrative matters regarding budget, personnel, data, technology, and track bottom line.

  • Create, compile and maintain accurate budget reports, organizational charts, permanent financing plans, and personnel action request forms (PARs).

  • Prepare and track medical leave forms in accordance with established FMLA and OFLA policies, and oversee other sensitive personnel and/or medical documents.

  • Act as inventory manager for the court, responsible for records and reporting to Office of the State Court Administrator.

Duties which are not normally considered to be part of your job may be assigned from time to time. Any such assignment should be handles in the spirit of cooperation and to the best of your ability.

Qualifications, Required & Requested Skills

Minimum Qualifications

The qualified candidate must have at least three years of responsible, clerical experience in a moderately complex office or business setting involving the processing of financial, administrative, or legal documents.

AND

Possession of a high school diploma or GED, or equivalent life or work experience.

OR

Have any combination of education and experience equivalent to four (4) years of experience that typically supports the knowledge, skills, and abilities for this position.

Special Qualifications

(verifiable in your application)

None.

Requested Skills and Attributes

(verifiable in your application)

  • Experience working for the Oregon Judicial Department; or

  • Experience working in another court system, or other legal environment.

  • Experience working in a high-production business or professional environment.

  • Skill working at a fast pace while maintaining accuracy.

  • Skill working with frequent interruptions in high-volume production environment.

  • Skill communicating with a variety of individuals in challenging situations.

  • Proficiency meeting deadlines in a fast-paced, high-production business or professional environment.

  • Proficiency using computers and software programs daily to access and input information, perform research, and complete a variety of tasks.

Additional Information

Application Instructions

You must complete and submit the application and respond to all parts of each supplemental question. OJD will not consider resumes or cover letters unless they are specifically requested in these instructions.

You must demonstrate, in your application materials, how your work experience and education meet the minimum qualifications, special qualifications, and requested skills and attributes, listed above.

You will be subject to a criminal background check if you are a finalist. Adverse results are evaluated on a case-by-case basis and may result in disqualification if the circumstances are directly related to the duties and responsibilities of the position.

Newly hired employees are required to complete and sign the Employment Eligibility Verification (Section 1 of the Form I-9) no later than the first day of employment and provide evidence of identity and employment authorization to work in the United States within three (3) business days. See Form I-9 for questions about acceptable verification documents. The Oregon Judicial Department does not offer visa sponsorships.

Apply now if you are interested in this or future vacancies. This job announcement may be used to fill future vacancies in this class of work.

Veterans' Preference

Eligible veterans who meet the qualifications will be given preference in the recruitment process. To receive preference, veterans must attach the appropriate documentation. Visit the Oregon job opportunities Veterans web page for additional details, information, and resources.

Salary

The Judicial Department's practice is to begin employees at the first pay step. However, a higher starting pay rate may be considered depending upon the applicant's education and experience.

Conduct Expectations

Because of the Oregon Judicial Department's role in providing justice and upholding the rule of law, employees of the Department are required to meet the highest standards of professional conduct and ethics while on the job, and also to maintain those same high standards when taking actions in their personal lives that could reflect on the Department.

Questions and Support

If you require an alternate format to complete the application process, call 503-986-5930, or TTY: Oregon Relay Service 711 for the hearing impaired. Be prepared to describe the alternate format needed.

For technical help with your login or online application issues, online resources are available at https://www.governmentjobs.com/home/applicationguide. You may leave a voicemail at 855-524-5627 from 6:30 a.m. to 5:30 p.m. (Pacific Time), Monday – Friday. It may take up to 24 hours to receive a response. If you do not receive a response after 24 hours, you can email technical support at support@governmentjobs.com.

Oregon government job application information and resources are available at http://www.oregon.gov/jobs/Pages/index.aspx.

For questions about a specific Oregon Judicial Department job posting, call 503-986-5930.

THE OREGON JUDICIAL DEPARTMENT IS AN EQUAL OPPORTUNITY, AFFIRMATIVE ACTION EMPLOYER COMMITTED TO WORK FORCE DIVERSITY.

The Oregon Judicial Department offers an attractive benefit plan which provides 95% contributions toward Public Employees Benefit Board (PEBB) sponsored individual and family medical and dental insurance. The insurance contributions are pro-rated for employees who work less than full-time.

Retirement benefits include participation in the Public Employee Retirement System (PERS) or the Oregon Public Service Retirement Plan (OPSRP), depending on eligibility.

Other benefits include paid holidays, paid vacation, and sick, personal, and bereavement leaves. Optional benefits include life insurance, long and short term disability, long term care insurance, and participation in the Oregon Savings Growth Plan (deferred compensation).