ADMINISTRATIVE ASSISTANT II - 22010334

Description

(Salary is Non-Negotiable.) The successful candidate will be hired at the minimum salary.

As an Administrative Assistant II for the Translation and Interpretation Department, responsibilities include managing a high volume of incoming calls and emails to dispatch over 29 active staff interpreters and multiple vendors to over 140 judges, general magistrates and hearing officers for judicial proceedings and assignments throughout the circuit. The Administrative Assistant ensures smooth department operations including efficient scheduling, coordination, and communication between interpreters, judicial and quasi-judicial officers, and external agencies, and must maintain strict confidentiality. The Administrative Assistant also conducts general administrative and clerical support to the Department.

This position is eligible for a hybrid remote work/onsite schedule after a 90-day period, as outlined by existing Circuit policies and procedures.

Responsibilities

• Manages a high volume of incoming calls and email requests for interpretation and translation services.
• Dispatches interpreters circuit-wide to cover various court proceedings in Circuit Criminal, County Criminal Misdemeanor, Traffic, Domestic Violence, Juvenile Proceedings, County Civil (Small Claims and Landlord/Tenant Evictions), Mediation, Civil Traffic Infraction Calendars.
• Assigns interpreters to off-site events such as depositions, interviews, telephone translations, and psychological evaluations conducted via video conferencing platforms such as Zoom, Teams, and the Prevail Application. 
• Composes and sends email requests to contracted vendors for interpreter services, confirms assignments with stakeholders and updates unit shared calendars and records, follows up on unconfirmed requests, and communicates with the supervisor as needed. 
• Pre-audits vendor invoices to ensure accuracy before processing, and inputs vendor services and invoices into the reporting portal.
• Ensures the timely submission of all interpreter and translation data in the department's database.
• Provides coverage for other administrative support staff when needed.
• Orders office supplies and equipment.
• Assists with additional departmental projects and initiatives as directed by the supervisor.
• Performs other related duties as required to support the effective operation of the department.

Qualifications

• Bachelor's degree from an accredited four year college or university. 
• One (1) year of work experience in business administration, office skills, or a related field.
• Additional relevant experience may substitute for the recommended educational level on a year-for-year basis.

Knowledge, Skills and Abilities (KSAs):

• Thorough knowledge of modern office practices, procedures, equipment, and systems.
• Thorough knowledge of business English, spelling, punctuation, and arithmetic.
• Knowledge of personal computer applications such as Microsoft Word, Excel, and Outlook and other relevant applications for scheduling and communicating.
• Knowledge of basic accounting principles, including auditing invoices and data entry into financial portal.
• Ability to organize work, establish priorities, and multitask to manage high volumes of requests and assignments efficiently.
• Ability to perform tasks with attention to detail and accuracy, including documentation and reporting.
• Ability to use independent judgement and discretion concerning confidential and sensitive information.
• Ability to make varied decisions in accordance with established policies and procedures.
• Ability to establish and maintain administrative, fiscal, and general records and to prepare reports and answer questions from records.
• Ability to compose correspondence on routine matters and to perform routine office management tasks without referral to supervision.
• Ability to establish and maintain effective working relationships with the judiciary, court administrative personnel, contractors, justice partners, and other agencies.
• Ability to communicate clearly and concisely, verbally and in writing.
• Ability to work in a fast-paced, high-pressure environment while maintaining professionalism
• Ability to perform tasks with minimal supervision.

Working Conditions/Physical Demands/Licenses Certifications

Working Conditions:

• Moderate noise; business office setting.

Physical Demands:

• • Work involves a significant amount of standing, walking, sitting, talking, listening, balancing, stooping, and reaching with hands and arms; must be able to transfer up to 10 pounds.