Summary:
Under the general direction of the Chief Financial Officer performs a full range of confidential secretarial and administrative support services. Activities include record maintenance, report preparation, and other administrative support functions. Employees in this title are expected to maintain a professional appearance and demeanor.
This is an at-will position serving at the pleasure of the Court which may unilaterally exercise the power to terminate your employment at any time, with or without cause.
Essential Functions:
• Prepares various administrator level reports and documents for approval.
• Processes, routes, and maintains critical operational documents and correspondence; creates and maintains reports, training materials and other documents; answers telephone calls, makes travel arrangements, and maintains the Executive’s calendar.
• Arranges, schedules, and prepares calendars of meetings, appointments, and interviews, secures facilities and ensures notification to all parties. Prepares and distributes agendas and other materials.
• Facilitates communication across the finance team, across court departments and stakeholder to ensure smooth operation within finance department and supporting strategic decision making.
• Attends meetings; records and prepares minutes for distribution. Maintains files of meeting notes and materials.
• Organizes events.
• Maintains strong organizational and time-management skills, attention to detail, discretion with confidential information, proficiency in financial software and office tools, and the ability to handle multiple priorities efficiently.
• Serves as the initial contact person for visiting judges, dignitaries, vendors, Court partners, and special programs.
• Prepares vouchers and approves timekeeping system entries as directed by the Executive.
• Maintains and updates reference books, manuals, files, and records as necessary.
• Interacts with various court partners to ensure timely submission of court documents and entry into the court’s case management and other systems.
• Reviews invoices and receivables, and monitors expenditures as assigned.
• Answers questions or refers inquiries to appropriate individuals.
• Arranges for maintenance and repair of office equipment and orders office supplies.
• Performs other duties as assigned.
Qualifications, Licenses and Certifications:
• High school diploma or equivalent. Post high school education preferred.
• Three (3) years of clerical or administrative support experience. Experience with budgets and interpreting financial reports preferred.
• Proficient using MS Office Suite and relevant software and systems.
• Experience commensurate with the job that demonstrates the required skills and competencies may be considered in lieu of education requirement(s).
Knowledge, Skills, and Abilities:
• Ability to apply general rules to specific problems to produce positive results.
• Ability to communicate to ask and answer questions and to explain Court procedures to internal and external customers in a courteous and professional manner.
• Ability to communicate information and ideas effectively so that others can understand.
• Ability to deal calmly and effectively in high stress situations.
• Ability to establish and maintain effective working relationships with coworkers, employees, officials and external contacts.
• Ability to meet and interact with the public and deal courteously and effectively with their questions or problems, seeking assistance when needed.
• Ability to operate office equipment.
• Ability to understand and carry out instructions and to request clarification when needed.
• Ability to use logic and reasoning to identify strengths and weaknesses of alternative solutions, conclusions or approaches to problems.
• Skill in managing one’s own time, as well as the ability to meet deadlines.
• Strong organizational skills.
• Thorough knowledge of Court processes and procedures.
• Proven ability to exercise sound judgment and maintain confidentiality.
• Ability to work with a diverse population.
Additional Requirements:
• Successful completion of criminal and IV-D background check, fingerprinting and rechecks.
• Applicants must be legally authorized to work in the U.S.
Physical Requirements:
• Must be able to lift 25 lbs.
The above statements describe the general nature and level of work performed by employees assigned to the title. Incumbents may be required to perform job-related responsibilities and tasks other than those stated in this description. Specific job duties vary from position to position.
Grant funded positions are contingent on availability of grant funding and may be terminated should funding substantially reduce or cease. The affected employee may be considered as a candidate for other vacant positions within the Court for which they are qualified.
ELIGIBILITY : This examination is open to anyone who meets the minimum qualifications.
SELECTION : Applications will be screened for compliance with eligibility requirements and minimum qualifications. Selection will be based on appropriate job-related criteria. Applicants who achieve a passing score on each portion of the screening process may be placed on the eligibility list.
NOTE : Information provided on application forms and subsequent verification thereof may be used to determine applicant’s qualifications for this position . Incomplete or illegible applications will not be considered . Faxed or emailed applications are not acceptable . THE COURT MAY LIMIT FURTHER CONSIDERATION TO THE APPLICANTS WHOM APPEAR TO BE MOST QUALIFIED .
SCREENING EXAMINATION COMPONENTS AND WEIGHTS (Total 100% MAX-70% MIN)
Evaluation of Training, Experience & Personal Qualifications Pass/Fail
Interview 100%
APPLICATION PROCEDURE& DEADLINE :
APPLICATIONS FOR THIS POSITION WILL ONLY BE ACCEPTED IN ELECTRONIC FORM THROUGH THE COURT’S WEBSITE: www.3rdcc.org . The direct link to this site: https://secure6.entertimeonline.com/ta/6051784.careers?CareersSearch
A valid email address is required to apply. Applicant will receive a confirmation after successful submission of the electronic application. An official copy of all transcripts/diplomas must be available at time of interview. Resumes may be included with the application form, but may not be substituted for it. Applicants with disabilities may be entitled, under applicable State and Federal law, to reasonable accommodations to facilitate participation in the examination process. If you will require special accommodations because of a disability, please call (313) 224-7018.
POSTING : This notice must be posted on all bulletin boards until the filing date has expired.
** AN EQUAL OPPORTUNITY EMPLOYER **
Equal Employment Opportunity Policy
The Court is an equal opportunity employer and does not discriminate against otherwise qualified individuals on the basis of age, gender, race, religion, color, national origin, handicap/disability, marital status, sexual orientation, gender identity, height, weight or any other legally protected status. The prohibition against employment discrimination may extend to conduct that employees are subjected to from vendors, contractors, customers, or others who enter the workplace. Unlawful discrimination may include, but is not limited to, employment actions related to recruitment, examination, transfer, appointment, training, promotion, or the administration of employee benefits. The Court is committed to complying with all applicable federal, state, and local laws that pertain to employment.
In addition to wages, retirement plan, medical, dental, and vision benefits, the Court offers generous vacation time and has an extensive holiday schedule that includes paid end-of-year shut down. Additionally, employees of the Court may be eligible for forgiveness of their student loans under the federal Public Service Loan Forgiveness (PSLF) program. More importantly, if you are service-oriented and have an interest in work that is closely connected to the community, employees of the Third Judicial Circuit of Michigan are rewarded with the satisfaction of participating in the provision of justice in Michigan's largest, most populous county.
