Office Assistant III, Psychological Services Division

Minnesota Judicial Branch - Minneapolis, MN4.0

Full-time
Hennepin County District Court is seeking to fill one Office Assistant III position assigned to the Psychological Services Division.

This is a highly responsible professional and administrative position that supports the Psychological Services division and provides exceptional customer service to internal stakeholders as well as external customers who may be highly stressed and emotionally reactive.

The Psychological Services Division is located on the fifth floor of the Hennepin County Government Center at 300 South 6th Street, C-509, Minneapolis, MN 55487. Typical hours for this position will be 8:00 a.m. – 4:30 p.m., Monday – Friday.

Example of Duties
  • Use independent judgment to prioritize work assignments and to effectively manage a substantial volume of work under tight and often competing timelines
  • Provide support to examiners and psychometry staff working toward achieving the departmental goal of timely and accurate completion and submission of court ordered evaluations
  • Work closely and effectively with team members to manage workflow; involves frequent communication regarding sharing of duties
  • Handle support staff work requests (e.g. prepare correspondence for examiners; update client appointments in division database; maintenance requests, etc.)
  • Complete records requests, follow-up with record providers as necessary to ensure correct records are provided in a timely manner
  • Provide excellent and respectful customer service to Psychological Services examinees who may suffer from mental illness, chemical dependency, homelessness and/or other difficulties; and may present as distraught, angry and/or challenging
  • Perform reception duties (answer phones, provide in-person customer assistance, take in deliveries, check clients in for appointments, research case/non-case information to assist customers, mail, etc.)
  • Prepare case-related communications for judicial officers and attorneys
  • Communicate case-related updates to examiners
  • Document imaging into the Court's document repository
  • Distribute psychological reports via the electronic filing system (EFS) and ensure key data points are accurate
  • Complete case closings, including accurate and timely generation of state invoices on behalf of the psychologists
  • Utilize the Minnesota Court Information System (MNCIS) to retrieve information and add/edit case assignments
  • Other duties as assigned by supervisor

Typical Qualifications Minimum Qualifications
  • High School Diploma or equivalent
  • Two years of recent experience in a highly technical, administrative position (for example: court clerk, legal assistant, medical billing specialist, etc.)
  • Highly motivated, with the ability to work as a team member and individually to successfully achieve goals
  • Excellent customer service and interpersonal skills
  • Ability to communicate clearly and concisely, both verbally and in writing
  • Ability to organize workflow and meet deadlines, plan, and coordinate daily work
  • Team-oriented, with a positive attitude and the ability to establish and maintain effective working relationships with others
  • Successful candidates will be required to pass a Criminal Background Check prior to appointment
Preferred Qualifications
  • Possession of an Associate's degree from an accredited college or university in business, secretarial sciences, or a related field
  • Proficient in Microsoft Office Suite and SharePoint
  • Experience with document imaging, indexing and working with cases/documents from electronic workflow queues
  • Well organized, detail-oriented and analytical

Supplemental Information This AFSCME-represented position is posted for bidding, internal, and external application simultaneously. The filling of AFSCME-represented positions is governed by the contract, which requires that represented candidates are considered first and in order of seniority.

Please attach a professional cover letter with your application in PDF.

Please apply online via our application service by following the Employment Opportunities link on the Minnesota Judicial Branch website: www.mncourts.gov.

Court employees applying for this position must have successfully passed their original 6 month probationary period and served 6 months in their current position prior to applying for this position. AFSCME-represented employees seeking to bid must also notify Fourth District Human Resources of their intent to bid. Please contact Human Resources; Email: 4thRecruitment@courts.state.mn.us; Phone: (612)348-2298.

For other applicants, the selection process is a resume-based, skill-matching process. If your skills match the required skills for this position the department may contact you.