Administrative Officer I-CIP (JUD)

Job Description

This is routine office and clerical work involving receptionist and document processing duties.
 Work includes answering calls and providing information, processing, and filing office and court documents, posting, and checking information, and assisting in and performing related office support duties. This class differs from the Administrative Officer II class by the less diverse, complex, or specialized work, the lesser consequence of error, and the closer review of work. Work requires exercise of some judgment, and is performed in accordance with instructions, court and office policies and procedures. Work is closely reviewed by observation and in progress for accuracy, completeness, timeliness and adherence to guidelines and requirements.Essential Functions (Any one position may not include all of the duties listed, nor do the examples cover all the duties which may be performed.)

• Assist with conducting assessments of the role, responsibilities, and effectiveness of the courts in processing child dependency cases and supports implementation of identified improvements.

• Assist CIP Coordinator in collaborating with state and federal child welfare stakeholders to identify and work towards shared goals to increase the safety, permanency, and well-being of children in foster care. Participates in all stages of child welfare program planning and improvement efforts, including the Child and Family Service Plan/Annual Progress and Services Report, Child and Family Services Review, and Title IV-E foster care eligibility review processes within required time frames.

• Performs receptionist duties; receives and provides information, in person, by telephone, by e-mail, or by regular mail, explains general Court Improvement Program policies and procedures; takes messages; makes travel arrangements and hotel accommodation;  arranges transportation; prepares schedules; assists stakeholders in completing forms; refers more complex or sensitive inquiries to the Court Improvement Coordinator..

• Creates detailed records, makes arithmetic calculations, checks, and maintains lists; types of forms; proofreads typed materials.

• Indexes and files correspondence, reports, records, and other materials according to predetermined classifications; searches for, verifies, and gathers information; maintains a filing system; enters a variety of data; prepares, processes, maintains, and distributes various records, reports, and files; maintains statistics and logs of information.

• Obtains Family Court data and information.

• Assist in coordinating and conducting training and educational opportunities for internal and external stakeholders.

• Observe Child Abuse and Neglect Hearings.

• Sorts documents; files according to predetermined classifications; searches for files and documents.

• Provides research on initiatives, projects, and training that promote access to justice in Child Abuse and Neglect Cases.

• Addresses envelopes; collates and sorts documents; copies documents; prepares materials for distribution; prepares and keeps routine records; sends faxes; sorts and distributes mail.

• Orders, maintains stock of, and issues office supplies for the office of assignment.

• Types and prepares a variety of forms, records, statements, correspondence, invoices, requisitions, transmittals, notices, minutes, questionnaires, surveys, and regular and statistical reports from notes, rough draft, or legal documents; proofreads documents and makes revisions.

• Attend CIP related training, meetings, conference calls and webinars.

• Overnight travel may be required based on business/program needs.

• Other duties as assigned or required.

Qualifications (Any combination of training and work experience which indicates possession of the knowledge, abilities and skills listed above. An example of an acceptable qualification for this position is:)
 Graduation from an approved high school or vocational school and some (at least six months’) clerical experience. An equivalent combination of education and experience may be considered.
 
Licensure and Certification 
 None.Knowledge, Abilities and Skills
• Advanced skills in using office software

• Ability to learn and use new computer applications as needed

• Knowledge of website navigation, searches and content updating functions

• Knowledge of grammar, spelling, clerical procedures, correspondence, report writing

• Accuracy and attention to detail in the delivery of work products

• Communication skills both orally and in writing

• Understands customer expectations and ensures work meets those expectations

• Professionalism in dealing with clients, staff, management, and the public

• Ability to establish and maintain effective working relationships with governmental and court officials at all levels.

• Ability to manage multiple projects effectively.

• Sets priorities and effectively manages time to meet deadlines and work schedules

• Accepts personal responsibility for the quality and timeliness of work.

• Ability to independently coordinate CIP assignments with minimal supervision

• Ability to analyze problems and develop solutions, recommendations, and options

• Keeps appropriate senior staff and CIP Coordinator informed on specific work assignments

• Knowledge of organization/operation of the V.I. court system, procedures and practices followed within the judiciary.

• Ability to gain and utilize knowledge of internal and external protocols

• Knowledge of business English, arithmetic, and modern office practices, procedures, methods, and equipment, including calculator, personal computer, typewriter, copy machine, and other office equipment.

• Knowledge of rules of court and court and office policies and procedures of the area assigned.

• Some knowledge of basic bookkeeping practices and procedures.

• Ability to make arithmetic computations and tabulations accurately.

• Ability to maintain clerical records and to prepare reports from such records.

• Ability to understand and follow oral and written instructions.

• Ability to communicate clearly and concisely, both orally and in writing, with a diverse group of people.

• Ability to establish and maintain effective working relationships with colleagues-workers, stakeholders’ representatives of other agencies, and the general public,

Working Conditions
 Work is performed primarily in an office setting with moderate noise.
 
Physical Demands
 Work is essentially sedentary with occasional walking, standing, bending, and transferring items under 25 pounds such as papers and files. Some positions may require
periods of extended sitting, standing, or computer use.

This position is federally funded for one year.