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This position assists the Executive Director and members of the Executive Leadership Team with administrative support functions. Support consists of project coordination; attendance at meetings; preparation of memoranda and documentation, along with serving as liaison and/or point of contact for/to multiple agencies and departments within and outside of the Court and County.

• Assists the Executive Director and Executive Leadership Team as needed by typing correspondence, reports, and memoranda; receiving, screening, distributing, and prioritizing incoming mail; assisting internal and external callers by forwarding calls, taking messages, and providing information
• Coordinates and attends monthly Judges’ meetings; prepares and distributes meeting agenda and information; takes and transcribes minutes; collects and distributes information associated with agenda topics; and maintains electronic copies of Judges’ meeting minutes
• Serves as the liaison to Public Facilities Management for facility needs to include cleaning, painting, repairs, signage, keys and, staff moves
• Coordinates seminars, meetings, and catering for special Court functions to include Judges’ committee meetings and other events
• Serves as point of contact and coordination for all mock trials; maintains requirements for mock trials; monitors and distributes correspondence and assures courtrooms are ready and attendees’ names are provided to security for mock trials
• Orders and maintains inventories of court forms, Judges’ envelopes, business cards and notepadsfor court staff
• Prepares requests for proposals and reconciles invoices for payment
• Establishes and maintains filing systems for court administration
• Coordinates logistical office moves for existing and new employees; requests security changes for current employees when changes are needed
• Prepares Veteran Service Commission letter merges and mailings; prepares specialty documents; and, writes correspondence
• Attends and takes minutes at Executive Team bi-weekly meetings
• Serves as Court Administration’s safety coordinator and contact; assists staff with court evacuations; and, attends safety planning meetings as the Court’s representative
• Coordinates off-site Executive Leadership Team retreats
• Maintains schedule of all Court appointments to Boards and Committees, planning for and documenting when appointments are made; creates all related entries and correspondence; e-files signed entries in Court case management system
• Assists Presiding Judge in coordinating the annual Common Pleas Judges’ dinner meeting to include inviting participants, creating agenda, and catering
• Prepares press release email contact list; inclement weather notification guide; Judges’ and Executive Leadership Team’s personal address and telephone listing; Judges’ genealogy; coordinates Judges’ redaction requests for Auditor, Recorder and the Board of Elections; distributes Court of Appeals decisions 
• Maintains court staff telephone listing and Judges’ framed portraits 
• Communicates with local media to place special notices
• Assists and/or manages projects as assigned by the Executive Leadership Team
• Serves as backup for Court administrative duties 
• Performs other related duties as required

 The aforementioned duties are normal for this position.  These are not to be construed as exclusive or all-inclusive.  Other duties may be required and assigned.

 Knowledge, Skills & Abilities Required to Perform Essential Job Functions: 

• Ability to evaluate, audit, deduce, and/or assess data using established criteria, including exercising discretion in determining actual or probable consequences and in referencing such evaluation to identify and select alternatives.
• Ability to act as a first-line supervisor, including instructing, reviewing work, maintaining standards, and coordinating activities.
• Ability to apply principles of persuasion and/or influence over others in coordinating activities of a project, program, or designated area of responsibility. 
• Ability to apply principles of persuasion and/or influence over others in a supervisory capacity.
• Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to operate, maneuver and/or control the actions of equipment, machinery, tools, and/or materials used in performing essential functions.
• Ability to utilize a wide variety of reference, descriptive, and/or advisory data and information.
• Ability to perform addition, subtraction, multiplication, and division; the ability to calculate decimals and percentages; the ability to utilize principles of fractions; and the ability to interpret graphs.
• Ability to apply principles of influence systems, such as motivation, incentive, and leadership, and to exercise independent judgment to apply facts and principles for developing approaches and techniques to resolve problems.
• Ability to exercise judgment, decisiveness and creativity in situations involving the evaluation of information against sensory, judgmental, or subjective criteria, as opposed to that which is clearly measurable or verifiable.
• Ability to exert light physical effort in sedentary to light work, but which may involve some lifting, carrying, pushing and/or pulling of objects and materials of light weight (5-10 pounds). Tasks may involve extended periods of time at a keyboard or workstation.
• Essential functions are regularly performed without exposure to adverse environmental conditions. 

In addition to the Essential Job Functions and Knowledge, Skills, and Abilities identified, the following competencies are considered during the hiring process and are integral to the position: 

Knowledge, Skills, and Abilities:  Possesses, acquires, and maintains the technical/ professional expertise required to do the job effectively and to create solutions.   Technical/professional expertise is demonstrated through problem-solving, applying professional judgment, and competent performance. 

Decision Making/Problem Solving:  Makes sound, well-informed, and objective decisions in a timely manner. Compares data, information, and input from a variety of sources to draw conclusions; takes action that is consistent with available facts, constraints, and probable consequences.  Applies both rational and creative processes to identify unknown root causes of problems.  Based on the situation, decides the best course of action, implements the solution, and follows-up to see how it’s working.  Calculates and evaluates the long-term consequences of a decision.   

Stress Tolerance:  Maintains effective performance under pressure; handling stress in a manner that is acceptable to others and to the organization.  Stays calm and even-tempered when handling crises, stressful situations, continuous change, or unexpected developments.  Is able to recover from difficult situations.  Is seen as a settling influence in a crisis.  

Teamwork:  Works effectively in a team environment to accomplish organizational goals. Builds constructive working relationships with interested stakeholders to identify and meet mutual goals and objectives. Participates as an active and contributing member of teams with a focus on improving offender outcomes and department goals.  Shares information as appropriate and credit for team accomplishments.   Helps create and maintain strong morale and a feeling of belonging in his/her team.  Acts as if "true success" is the success of the whole team.   

Conflict Management:  Uses appropriate interpersonal styles and techniques to reduce tension and/or conflict between two or more people; able to size up situations quickly; able to identify common interests; facilitates resolution.  Steps up to conflicts and sees them as opportunities.  Finds common ground and achieves cooperation without disruption to workflows or interpersonal relationships.   

Cultural Competence:  Values an inclusive organization where the differences of all people are respected, valued and utilized towards achieving common goals.   Respects and relates well to people from varied backgrounds, understands diverse worldviews, and is sensitive to group differences; sees diversity as an opportunity, respectfully challenges bias and intolerance.  Supports equal and fair treatment.   

Communication:  Clearly conveys and receives information and ideas through a variety of media to individuals or groups in a manner that engages the listener, helps them understand and retain the message and invites response and feedback. Keeps others informed as appropriate. Demonstrates effective written, verbal and listening skills.   

Collaboration:  Develops and maintains effective working relationships with coworkers and stakeholders through the use of strong interpersonal skills to meet mutual goals and objectives. Obtains cooperation from others; seeks and encourages win-win alternatives. 

Influence:  Uses appropriate interpersonal skills and techniques to gain support and acceptance for ideas or solutions. Uses influencing strategies to gain mutually beneficial agreements; Seeks to persuade rather than force solutions or impose decisions or regulations; and recognizes personal autonomy of others. 

Dependability and Reliability:  Personally responsible; completes work in a timely, consistent manner; is committed to being available during business hours to further organizational goals; demonstrates regular and punctual attendance; arrives prepared for work; is committed to doing the best job possible; diligently follows through on commitments and consistently meets deadlines.

• Bachelor’s degree in Business Administration, Public Administration, or closely related field (applicant may substitute two years of experience for each year of required education)
• Three years’ experience involving:
  • progressive responsibility in office administration
  • personal computer operations

• Five years’ experience involving:
  • progressive responsibility in office administration
  • personal computer operations