Office Assistant III, Hennepin County, District Administration - Minnesota Judicial Branch

Hennepin County District Court seeks to fill an Office Assistant III position. This position performs advanced office work that requires strong judgment and ability to work with very limited review of work. Requires ability to understand and follow complex oral and written instructions. This position provides office support to the Office Assistant IV and Court Administrative Manager in the Facilities Department. This role will also respond to requests and support needs to other internal and external customers such as Senior Administrative Managers, Judicial Officers, and Court Customers.

This AFSCME-represented position is classified as Office Assistant III, with the same working title. This position’s workspace is located in downtown Minneapolis, on the 12^th Floor of the Hennepin County Government Center at 300 South 6th Street, Minneapolis, MN, 55487. Typical hours for this position are 8:00 am - 4:30 pm, Monday-Friday.

The expected starting salary for external candidates is at least $21.00 per hour and may be higher, depending on qualifications. This position is non-exempt under the Fair Labor Standards Act and are eligible for State of Minnesota employee benefits.

EXAMPLE OF DUTIES:

• Staff reception desk, including assisting members of the public, phone requests, food orders for meetings and events, process mail and printing orders, process parking vouchers, requests for stamps, and yearly calendar orders, etc.
• Assist the Office Assistant IV with bi-annual Bench Retreats (attend both retreats, order supplies for retreat, set up day of retreat as well as clean up, transport supplies to venue, and process Special Expense Forms).
• Assist the Office Assistant IV with quarterly manager/supervisor meetings (order food, supplies, ensure name tents are current, transport supplies and food to meeting venue, and assist with set up).
• Provide support with judicial swearing-in ceremonies (mailing labels/lists, send out invitations, complete Special Expense Forms, and assist the day of the ceremony as needed). May assist with other District Court gatherings as well.
• Respond to requests from administration and judicial officers such as set up and troubleshooting technology in conference rooms and processing special expense forms. 
• Process robe orders for Judges and Referees.  Take measurements, complete orders, manage inventory and deliver robes to Judicial Officers.
• Assist Staff Generalist with judicial chambers moves and staff moves, including being present with moving company onsite and returning excess office supplies to inventory. 
• Provide backup to the Staff Generalist to include processing maintenance and key requests and assessing office equipment needs.
• Maintain supply room, fill supply requests, check inventory, deliver supplies and cases of paper to floors throughout building. 
• Provide office support to Senior Administrative Managers, which may include scheduling/coordinating meetings, preparing monthly mileage and other expense reimbursement forms; setting up, organizing, and maintain records; creating and maintaining spreadsheets and reports; coordinating the distribution of various documents. Creating and updating various forms; preparing and composing effective and accurate correspondence; making travel and/or conference arrangements and other projects as needed. 
• Coordinate and manage special projects as required. 
• Appropriate use of department issued Purchasing Card (PCard) to make approved purchases.

TYPICAL QUALIFICATIONS:

Minimum Education and Experience:

• Possession of an Associate’s degree from an accredited college or university in business, secretarial sciences, or related field, or graduation from an approved high school or vocational school OR considerable office clerical or secretarial experience. 

Minimum Knowledge, Skills, and Abilities:

• Knowledge of modern office practices, procedures, methods, and equipment. 
• Knowledge of computerized office programs. 
• Ability to proficiently perform mathematical calculations. 
• Ability to maintain clerical records, assemble and organize data, and to prepare reports from such records. 
• Ability to understand and follow oral and written instructions. 
• Ability to communicate ideas clearly and concisely, both orally and in writing, with a diverse group of people. 
• Ability to explain and apply laws, rules, policies, and procedures. 
• Ability to operate a calculator, personal computer, and other office equipment. 
• Ability to establish and maintain effective working relationships with co-workers, attorneys, representatives of other agencies, and the public. 
• Ability to resolve conflict and diffuse situations.
• Ability to provide guidance, direction, and assistance to co-workers. 
• Ability to become familiar with legal vocabulary and areas of the court as required by the position. 
• Ability to bend, lift and handle objects up to twenty pounds.

Preferred Qualifications:

• Two or more years of clerical/administrative support experience in a court, legal, or similar environment.
• Two or more years of internal and external customer service experience.

SALARY:

The expected starting salary for external candidates is at least $21.00 (range minimum) – 27.42 (range midpoint) per hour ($43,848 - $57,253 annually). The full salary range for this position is $21.00 (range minimum) - $34.41 range maximum) per hour ($43,848 - $71,848 annually). This position is non-exempt under the Fair Labor Standards Act and are eligible for State of Minnesota employee benefits. 

SUPPLEMENTAL INFORMATION:

• This AFSCME-represented position is posted for bidding, internal, and external application simultaneously and will be filled in accordance with the AFSCME contract.
• Complete and submit your online application with resume and cover letter attached by January 29, 2025, at 11:59pm.
• Please contact Human Resources with questions regarding this posting via email: 4th.Human.Resources@courts.state.mn.us; or phone: 612-540-6488.
• All employment offers are contingent upon satisfactory results of a criminal background check. An employment offer may be rescinded if the background check identifies job related convictions.