Champaign County
Job Description

Job Title: Executive Assistant
Department: Circuit Court
Reports To: Court Administrator
FLSA Status: Exempt
Grade Range: G
Prepared Date: August, 2009

SUMMARY Assists the Presiding Judge in carrying out responsible administrative, fiscal and clerical functions in the department.

ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

Assists and acts in a confidential capacity to perform administrative and secretarial duties for the Judge of Champaign County.

Responsible for the coordination of work direction and assignments pertaining to the court clerks in accordance with the Collective Bargaining Contract.

Responsible for the preparation of the department's bi-weekly payroll and benefit changes; maintains personnel files.

Performs purchasing tasks for the department by contacting vendors, preparing requisitions, approving invoices for payment and maintaining records of purchase.

Assists in departmental budget preparation and maintains records of subsequent budgetary expenditures.

Schedules and coordinates interpreters for all courtrooms.

Prepares vouchers requesting reimbursement from the state for Sexually Violent Persons cases.

Serves as Administrator of the Circuit Court and the Sheriff's Department module for the JANO project.

SUPERVISORY RESPONSIBILITIES Day-to-day supervision and training of clerical employees. Participates in both the interviewing process for new employees; and in the performance appraisal process for current employees.

QUALIFICATIONS To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

EDUCATION and/or EXPERIENCE Graduation from a 2-year program with some word processing and personal computer training supplemented by three to five years of responsible secretarial experience or an acceptable equivalent combination of education and experience. Requires good knowledge of the operations of the criminal justice system and court procedures. Should type error-free approximately 70 wpm.

LANGUAGE SKILLS Ability to read and interpret documents such as governmental regulations, legal documents, operating instructions and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively with the public and employees of the organization. Requires good knowledge of the English language and spelling.

MATHEMATICAL SKILLS Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions and decimals. Ability to compute rate, ratio and percent and to draw and interpret bar graphs.

REASONING ABILITY Ability to apply common sense understanding to carry out instructions furnished in written, oral or diagram form. Ability to deal with problems involving several concrete variable in standardized situations.

CERTIFICATES, LICENSES, REGISTRATIONS As required.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to sit; use hands to finger, handle, or feel; and talk; or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 50 pounds. Specific vision abilities required by this job include close vision and distance vision.

ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Normal office conditions. The noise level in the work environment is usually quiet.