Position:           Administrative Assistant

________________________________________________________________________

Opening Date:  6/1/25                                                               Closing Date:  When position is filled

 Salary:  $ 48,000

Department:      Domestic Relations Counseling Bureau             Location:   820 County City Building

Description:

 This position is full-time, non-exempt and is covered under the Saint Joseph County Employee Policy Manual. 

Hours:  7:30 a.m. to 4:00 p.m.                                        Shift Times: Monday through Friday

Essential Functions:

(May perform any or all of the below listed duties. These should be interpreted as examples of the work and are not necessarily all-inclusive.  Functions may be changed at any time depending upon operational requirements of the department and within the parameters of the post held by employee.)

• Answer telephones and give information to callers, take messages, or transfer calls to appropriate individuals.
• Arrange conferences, meetings, and travel reservations for office personnel.
• Compose, type, and distribute meeting notes, routine correspondence, and reports.
• Greet visitors and callers, schedule interviews, handle their inquiries, and direct them to the appropriate staff according to their needs.
• Explain DRCB services and reduced fee procedures to clients and collect client information and fees.
• Document registration of clients Court ordered to high conflict and divorce classes and report registrations weekly to the class provider.
• Locate and attach appropriate files to incoming correspondence requiring replies.
• Scan or make copies of correspondence and other printed or electronic material.
• Open, read, route, scan, and distribute faxes, incoming mail, department email, and other material.
• Set up and maintain paper and electronic filing systems for records, correspondence, and other material.
• Set up, input client information in excel files.
• Take dictation in shorthand or by machine and transcribe information.
• Collect and disburse funds from cash accounts and keep records of collections and disbursements.
• Conduct searches and background checks to find needed information, using the Internet or phone.
• Learn to operate new office technologies as they are developed and implemented.
• Operate electronic mail systems and coordinate the flow of information both internally and with other organizations.
• Order and dispense supplies.
• Operate office equipment such as fax machines, copiers, scanners, and phone systems, and use computers for spreadsheet, word processing, database management, and other applications.
• Performs other DRCB services as required.

 Qualifications:

High school diploma or GED, additional training/experience in administrative/clerical skill preferred.

Possession of valid driver's license, own transportation, complete negative county drug testing, and demonstrated safe driving record.

• Knowledge of administrative and clerical procedures.
• Knowledge of business principles.
• Skill in operating and monitoring the functioning of equipment, machinery, tools, and/or materials used in performing the essential functions including computer keyboard, printer, fax machine, copying machine, telephones, scanners, calculator, etc.
• Spelling, punctuation, grammar, and other English language skills.
• Word processing skills, spreadsheet skills, digital data processing skills.
• Ability to plan, organize and coordinate work assignments.
• Ability to actively listen to others and negotiate solutions to problems.
• Ability to effectively and professionally communicate with angry or upset clients.
• Ability to establish and maintain effective working relationships with others.
• Ability to perform basic accounting tasks and mathematical calculations.