Administrative Assistant- Probate Judge - Dona Ana County

This posting closes at 5:00PM on the close date.

                                                       This is a Part-Time -20 hour position.

Administrative Assistant supports the Court Elected Official/Probate Judge, by performing a wide variety of complex and confidential administrative duties and support functions for the Probate Court.

Assists the Probate Judge on a high-level administrative and support functions, including but not limited to:

• Greet visitors or callers and handle their inquiries, provide guidance for reference procedures for filing pro se probate prior to directing them to Probate Judge.
• Communicate and respond to inquiries in verbal and written forms.
• Maintain accurate records and files, examine documents to determine action or additional information needed.
• Provide front office support to the Probate Court.
• Review and screen customer needs and direct to appropriate person or section necessary according to their needs.
• Receive and log applications submitted for probate.
• Make copies of files for legal purposes, and scan documents for permanent electronic recording.
• Perform cashier functions, collect monies, and prepare receipts for daily balances.
• Schedule travel arrangements, and process travel and per diem requests.
• Maintain scheduling and event calendar.
• Order and dispense supplies, furniture, and equipment.
• Perform payroll functions and maintain timekeeping information.
• Create and maintain a variety of logs for tracking purposes.
• Open, sort, and distribute incoming mail and other materials, and prepare outgoing mail.
• Compose correspondence, reports, spreadsheets, requisitions, and documents for the signature of the supervisor.
• Abide by all Probate Court requirements and restrictions.

ADDITIONAL DUTIES. Performs other related duties as assigned.

Education. High school diploma or GED.

Experience. Five (5) years of increasingly responsible administrative, support services, or front office experience. Prior experience in Probate or Clerk’s Office is highly desirable. Bilingual (Spanish/English) is preferred.

Education/Experience substitution. In accordance with County policy.

Licenses/Certifications. Valid driver's license. Must maintain an acceptable driving record in accordance with policy.

Other (e.g., post-offer medical exam, polygraph, background check, driver’s license record, etc.). Must pass a background check, credit check, and driver’s license record check.

KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED BY THE POSITION.

Must have working knowledge of:

• Probate guidelines, procedures, and recording requirements.
• Principles and practices of administration, and office procedures.
• Computer software; proficient in Microsoft Office and Adobe.
• Administrative techniques and filing systems.
• Principles and procedures of the budget preparation, control financial record keeping and reporting.
• Business correspondence standards, including English grammar, formatting, spelling, punctuation, and basic mathematics.
• Technical writing skills, drafting, and preparing correspondence.
• Administrative research methods, techniques, and methods of report presentation.

Must have skill in:

• Exercise independent judgment in various situations to determine the appropriate action.
• Demonstrate resourcefulness and tact in public contacts, and etiquette.
• Understand and follow broad and complex instructions, handling sensitive and confidential matters and situations, and working with a culturally diverse population.
• Prioritize projects and assignments to meet multiple deadlines.
• Organizational skills at a high level.
• Attention to detail, excellent writing, proof reading and editing skills.

Must have the ability to:

• Maintain confidentiality and demonstrate the appropriate level of discretion as it relates to sensitive and confidential matters.
• Use considerable tact, discretion, professionalism, and independent judgement.
• Provide excellent customer service.
• Use effective communication, orally and in writing.
• Establish and maintain effective and cooperative working relationships with others.