Executive Secretary, Court Administration Assistant

Government Of Hamilton County - Noblesville, IN

Part-time - Entry Level

Noblesville, IN

1,001-5,000 employees

Executive, Legislative, and Other General Government Support

About the position

The Executive Secretary/Court Administrator Assistant plays a crucial role in the Court Administration department, providing administrative support to department personnel and assisting the public. This position oversees courtroom equipment and technical needs, ensures staffing during emergencies, and represents the courts in the absence of the Court Administrator. The incumbent supervises staff in various functions including payroll, customer service, and accounting, while also managing personnel records and assisting with budget preparation.

Responsibilities

• Maintain all Courts' personnel records, including reviewing online timesheets and monitoring accrued benefit hours.
• Develop and maintain reports for monitoring work schedules, overtime, and vacation time.
• Assist with annual department budget planning and preparation.
• Coordinate projects between the courts, IT department, and suppliers regarding court technology and office operations.
• Review citizens' problems/complaints and present them to the Court Administrator for resolution.
• Prepare annual budget for IVD reimbursement and submit to Family and Social Services Administration.
• Monitor and record expenses for Youth Assistance Program and Veterans' Court, preparing reports as needed.
• Serve as liaison between various court agencies and the Auditor's office.
• Organize and maintain expenses for court grants and prepare reports for state agencies.
• Answer and screen telephone calls, greet office visitors, and provide information on policies and procedures.
• Perform various clerical functions including sorting mail, scheduling equipment, and drafting documents.
• Supervise staff in processing juvenile accounts receivable claims and payments.
• Record and post department claims/vouchers to budget and reconcile monthly expenditures.
• Monitor court line items in the budget and advise court manager/judge on funding needs.
• Operate video arraignment equipment and assist other department personnel as needed.
• Compile and prepare judicial statistical reports as assigned.
• Prepare updates to the Court web page and manage jury questionnaires.
• Schedule and facilitate meetings with bailiffs and court reporters as needed.
• Monitor contract renewals for various legal counsels and maintain office supply inventory.
• Assist in hiring part-time personnel, including interviewing and providing training.

Requirements

• High school diploma or GED, with a minimum of three years of supervision and payroll processing experience, preferably in a legal/court environment.
• Working knowledge of standard office and court policies, procedures, and terminology.
• Ability to type with speed and accuracy and operate standard office equipment.
• Strong working knowledge of bookkeeping principles and ability to perform arithmetic calculations.
• Proficient in Microsoft Word, Excel, PowerPoint, Microsoft Teams, Zoom, and Odyssey.
• Ability to prepare legal documents/forms and create templates for statistical reports.
• Strong communication skills, both oral and written, with sensitivity to judicial and professional ethics.

Nice-to-haves

• Associate Degree or higher preferred.
• Experience in a legal/court environment.

Benefits

• Medical, Dental, Vision, Life insurance for employee, spouse, and children.
• Long and short-term Disability coverage.
• Access to Hamilton County Employee Health Center & Pharmacy.
• Sick leave, bereavement leave, and paid time off (up to 22 days after 15 years).
• Retirement benefit options including pension and deferred compensation plans.