Administrative Assistant (D8 TBD 112186)

Job Description

The Iowa Judicial Branch, Juvenile Court Services, 8th District, is seeking applicants for an Administrative Assistant to apply knowledge of administrative and office procedures and systems to effectively and consistently support the operation of the Juvenile Court Services, 8th District. This position is open ONLY to permanent employees of the Iowa Judicial Branch. ?External candidates, including candidates in any other branch or agency of the State, are not eligible to apply.

The Administrative Assistant reports directly to the Chief Juvenile Court Officer and is an instrumental part of the Juvenile Court Service leadership team. This position plays an essential role in supporting the efficiency and effective operations of Juvenile Court Services. This position will provide administrative support to the Juvenile Court Services. The Administrative Assistant will maintain the highest level of confidentiality, provide clerical support addressing all data related items, take/transcribing minutes, be a district representative on state level committees, work groups and attend multiple meetings, and provide proofreading and formatting expertise.

The successful candidate will have exceptional proofreading and verbal and written communication skills, be highly organized, detail-oriented, and possess the ability to maintain the utmost discretion and professionalism. The successful candidate will be able to operate and navigate court-related computer programs and technology. The successful candidate will be able to work independently and prioritize duties with little or no supervision.

What’s?in it for you:?

• Collaborative,?positive professional work environment?
• Opportunities to make a widespread difference in the Iowa communities??
• Excellent benefits package?
• Paid Holidays/Vacation/Sick Leave?
• Iowa Public Employees’ Retirement System (IPERS) plan?
• Employee discount program?
• Employment with the Iowa Judicial Branch may qualify for the federal student loan repayment program??

The?pay?range for this position is?$23.73?- $37.52per hour.?This is a contract-covered, FLSA non-exempt position.?The starting salary for new state employees?is expected to be at the base of the pay range. Adjustments may be made if the successful candidate has relevant experience.?

Position classification is?determined?as the ‘best fit’ of the duties assigned to and performed by a position. This position is classified as an Administrative Assistant as summarized below.?

 Summary?

Provide administrative and clerical assistance for an area or district to ensure smooth day-to-day operation. 

Examples of Duties and Responsibilities?

• Perform administrative assistance duties for one or more persons in the district, office, or area.
• Communicate administrative decisions, policies, and instructions at the request of the supervisor.
• Receive visitors, answer phones, open and distribute mail, and arrange meetings or interviews as necessary.
• Schedule meetings and appointments and maintain the schedule for courthouse facilities.
• Prepare meeting agenda, notices, materials, and minutes.
• Coordinate special events or projects. Organize catering when necessary.
• Create, edit, and format documents, reports, and presentations. Draft and proofread correspondence, memos, and emails.
• Prepare invoices, reports, financial statements, and other documents using word processing, spreadsheets, databases, or presentation software.
• Manage the office and supply inventory.
• Other duties as assigned.

Knowledge, Skills, and Abilities?

• Knowledge of English, grammar, punctuation, spelling, editing, and proofreading.
• Knowledge of court organization, functions, procedures, and legal terminology.
• Ability to use word processing, spreadsheet, and other productivity software such as Microsoft 365.
• Ability to secure confidential information.
• Adaptable to changing environment and priorities.
• Excellent verbal and written communication skills.
• Attention to detail.
• Ability to manage multiple tasks efficiently.
• Ability to maintain discretion and professionalism.

The Iowa Judicial Branch is an Equal Employment Opportunity (EEO) employer. Applicants may review the Equal Employment Opportunity Utilization Report from the Iowa Judicial Branch website as part of our commitment to transparency and compliance with federal and state regulations.??Please go towww.iowacourts.gov?and click on the Careers page.?

Candidates need to complete the NEOGOV application and attach a cover letter and resume.??Final applicants are subjected to a criminal background check.??The Iowa Judicial Branch is an E-Verify employer.?

This position is covered by a Collective Bargaining Agreement (CBA) with American Federation of State, County, and Municipal Employees, Iowa Council 61, AFL-CIO (AFSCME). 

This is a non-merit position with the Iowa Judicial Branch. Candidates must follow the instructions in the “To Apply” section.?

Positions in this class are exempt from the screening and referral requirements of the Iowa Department of Administrative Services – Human Resources Enterprise.?

Minimum Qualification Requirements

The incumbent must meet the?minimum?requirements to qualify for the position.??

1. High school diploma (or high school equivalency diploma).

1. One (1) year of full-time equivalent experience in office or administrative support.

Experience may be substituted with related education on the basis that successful completion of thirty (30) semester hours or academic equivalent equals one year of experience.??

Additional Qualification Requirements

Preferred Qualifications

• Familiarity with court or legal process or terminology, especially at the juvenile court level.
• Experience with EDMS.
• Experience with Juvenile Court Services Case Management system.
• Experience taking and transcribing minutes.
• Experience proofreading, editing, formatting, or drafting official documents.
• Attention to detail.
• Experience securing confidential information.

Supplemental Questions

Required Question

Agency Information

EmployerState of IowaAgency 444 Judicial Address Iowa Judicial Branch Building
1111 E Court Ave
Des Moines, Iowa, 50319 Website http://www.iowacourts.gov/