Position: Administrative Assistant Opening Date: 6/1/25 Closing Date: When position is filled Salary: $ 48,000 Department: Domestic Relations Counseling Bureau Location: 820 County City Building Description: This position is full-time, non-exempt and is covered under the Saint Joseph County Employee Policy Manual.
Hours: 7:30 a.m. to 4:00 p.m. Shift Times: Monday through Friday Essential Functions: (May perform any or all of the below listed duties. These should be interpreted as examples of the work and are not necessarily all-inclusive. Functions may be changed at any time depending upon operational requirements of the department and within the parameters of the post held by employee.)
- Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
- Arrange conferences, meetings, and travel reservations for office personnel.
- Compose, type, and distribute meeting notes, routine correspondence, and reports.
- Greet visitors and callers, schedule interviews, handle their inquiries, and direct them to the appropriate staff according to their needs.
- Explain DRCB services and reduced fee procedures to clients and collect client information and fees.
- Document registration of clients Court ordered to high conflict and divorce classes and report registrations weekly to the class provider.
- Locate and attach appropriate files to incoming correspondence requiring replies.
- Scan or make copies of correspondence and other printed or electronic material.
- Open, read, route, scan, and distribute faxes, incoming mail, department email, and other material.
- Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
- Set up, input client information in excel files.
- Take dictation in shorthand or by machine and transcribe information.
- Collect and disburse funds from cash accounts and keep records of collections and disbursements.
- Conduct searches and background checks to find needed information, using the Internet or phone.
- Learn to operate new office technologies as they are developed and implemented.
- Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
- Order and dispense supplies.
- Operate office equipment such as fax machines, copiers, scanners, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
- Performs other DRCB services as required.
Qualifications: High school diploma or GED, additional training/experience in administrative/clerical skill preferred.
Possession of valid driver's license, own transportation, complete negative county drug testing, and demonstrated safe driving record.
- Knowledge of administrative and clerical procedures.
- Knowledge of business principles.
- Skill in operating and monitoring the functioning of equipment, machinery, tools, and/or materials used in performing the essential functions including computer keyboard, printer, fax machine, copying machine, telephones, scanners, calculator, etc.
- Spelling, punctuation, grammar, and other English language skills.
- Word processing skills, spreadsheet skills, digital data processing skills.
- Ability to plan, organize and coordinate work assignments.
- Ability to actively listen to others and negotiate solutions to problems.
- Ability to effectively and professionally communicate with angry or upset clients.
- Ability to establish and maintain effective working relationships with others.
- Ability to perform basic accounting tasks and mathematical calculations.