Magistrate - Administrative Assistant - Bilingual

About This Role

This administrative assistant role provides essential support to the daily operations of a magistrate court, with a focus on payroll, staffing, and budget assistance. The position requires a detail-oriented individual capable of handling a variety of clerical, fiscal, and administrative tasks, including significant interaction with internal and external parties. The role also involves bilingual duties, assisting Spanish-speaking individuals in magistrate courts.

Responsibilities

• Provide payroll and staffing support to the assigned division
• Compile, calculate, maintain, and review division payroll
• Verify time sheets, investigate questionable data, and process payroll
• Initiate and track the new hire process
• Participate in the annual budget development process by gathering data, compiling information, monitoring expenditures, and ensuring adherence to department budget
• Participate in special projects as assigned
• Serve as backup for various staff positions in their absence
• Assist in employee supervision, training, and performance evaluation as needed
• Perform other duties as required
• Adhere to the assigned work schedule
• Provide administrative support to the daily operations of the assigned department
• Perform a wide variety of clerical and word processing duties, including heavy telephone and over-the-counter interaction with external and internal parties
• Process paperwork and enter data into various County databases
• Respond to requests for information from supervisory staff, employees, or the general public
• Answer questions related to the department
• Conduct follow-up research to retrieve answers and supporting information
• Perform various fiscal activities
• Adhere to Department and County attendance policies and procedures
• Ensure all behaviors comply with the County
• Make monthly schedules and approve them in coordination with the Supervisor and Judge
• Reconcile all accounts at month-end and ensure they are in balance with the Court Management System
• Assist Spanish-speaking individuals in all magistrate courts as needed

Requirements

• Knowledge of principles and procedures of record management
• Knowledge of capital purchasing policies and procedures
• Knowledge of contract management and compliance
• Knowledge of principles and practices of business administration and human resources
• Knowledge of operational characteristics, services, and activities of assigned program area, including administrative, financial, or HR functions
• Knowledge of principles and practices of budget preparation