Administrative Secretary

Job Title: Administrative Secretary Salary Grade: 12

Division/Department: Court Administration/Clerk of Court Salary: $37,752-$ 39,262.08 commensurate with experience

Reports To: Director of the Clerk of Court Date Posted: 5/13/24

FLSA Status: Non-Exempt Last Revised: 4/15/24

Benefits of Employment

Insurance: Comprehensive Health, Dental, Vision, Life and an Employee Assistance Program. Supplemental Life may be purchased at group rates.

Paid Time Off: Twelve (12) holidays, vacation time (after 6 months) of three (3) weeks per year for the first eight (8) years of service, and sick time.

Retirement: Ohio Public Employees Retirement System (OPERS) with 14% annual employer contribution and Deferred Compensation Plans.

Job Summary

The Administrative Secretary provides high-level clerical support to the Director of the Clerk of Court and the Clerk's Office Management Team. Performs a variety of secretarial duties and skilled tasks that may including, but is not limited to preparing minutes, memos, emails, reports, info-graphics, and online surveys; conducting research and intraoffice meetings; scheduling appointments; and maintaining files and court journals.

Essential Duties and Responsibilities

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons covered by the Americans with Disabilities Act, in accordance with its requirements.

Provides administrative support to the Director of the Clerk of Court in the Clerk's Office, Legal Division.

Answers and screens telephone calls for the Director of the Clerk of Court.

Types and proofreads memos, letters and other correspondence, orders office supplies, etc.

Processes invoices and bills for Clerk's Office to forward to Fiscal Division.

Files confidential Department and Court correspondence, as well as maintains confidentiality.

Schedules and attends Departmental meetings and trainings; takes minutes.

Receives, files, records, copies, and maintains an office filing system of correspondence and documents.

Collects information and prepares quarterly Title IV-D time study report, prepares monthly Administrative and Indigent reports.

Serves as the Court's liaison for notifications of Civil Protection Orders granted from other courts

Updates Clerk's Office Directory, seniority list, Departmental documents, etc. and submits appropriate forms to IT for website updates.

Opens and distributes mail for the Director of the Clerk of Court.

Makes travel arrangements and/or register Clerk's Office staff for trainings/conferences.

Provides support to the Clerk's Office Management Staff.

Schedules and participates in interviews for Clerk's Office clerical positions; prepares interview packets.

Updates orientation and procedure manuals as directed.

Maintains a filing system for Jane Does and other confidential information

Maintains equipment/toner listing for Clerk's Office staff.

Coordinates all aspects of equipment maintenance and repairs directed by the Director of the Clerk of Court

Provides service assistance to Court and community partner agencies as well.

Performs other duties as assigned.

Supervisory Responsibilities

Has no direct supervisory responsibility for staff members.

Equipment Operated

Standard office equipment and office technology such as copy machines, personal computers and telephones.

Confidential Data

All court-related information regarding hearings, etc. and information regarding Clerk of Court's Office staff that the employee may come in contact with by working in the facility.

Working Conditions

Potential exposure to hazardous situations that may occur in the court environment. Must be able to tolerate exposure to evidence and testimony that may be disturbing; clients who may potentially be verbally or physically uncooperative; allergens, such as perfumes and dust.

Usual Physical Demands

While performing the duties of this job, the employee is required to sit, to speak clearly, and to hear. The employee must occasionally lift and/or move up to 10 pounds. This position is subject to many interruptions and may be required to handle multiple calls and inquiries at once.

Knowledge, Qualifications, Skills, and Abilities

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Ability to type 45 WPM on automated system, use proper grammar and spelling, and organize work assignments to complete work in a timely manner.Demonstrable proficiency in Microsoft Word and Microsoft Excel; familiarity with keyboarding; good spelling and grammar; must score a minimum of 24/37 on the business etiquette test and a minimum of 24/37 on the telephone etiquette test. Skills and knowledge testing will be administered prior to interviews for this position. Position requires the ability to organize work, communicate effectively, and handle stressful situations; ability to work with the public and with court staff; telephone communication skills are necessary, and ability to maintain confidentiality.

Education and/or Experience

High school diploma or equivalent

AND

Six (6) years of work experience in a clerical position..

Licensure or Certification Requirements

None

Court Expectations of Employee

In accomplishing the responsibilities of this position, the Court expects that the employee will adhere to the mission and values of the Court as well as all Court policies and procedures. In addition, while carrying out the duties of this position, the employee is expected to model high ethical conduct on and off the job, and exhibit a professional and respectful demeanor with all Court employees.

Court Mission Statement

To administer justice, rehabilitate juveniles, support and strengthen families, and promote public safety.

Application Procedure

Current Cuyahoga County Court of Common Pleas Juvenile Division Employees:

The deadline to apply is _5/20/24_.

Please visit to complete and submit the Job Posting Response Form to the Human Resources Division.

The Job Posting Response form must be received in Human Resources by the job posting deadline for consideration as a candidate for the posted position.

If you do not meet the minimum requirements, you can submit a waiver to Human Resources. Please refer to the Employee Handbook Policy number 1.02.04.

External Applicants:

This position will remain posted until filled.

Please visit to view this posting and to complete and submit the Application for Employment.

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