Administrative Assistant 2

Job Title:

Administrative Assistant 2 Salary Grade: 12 Division/Department:
Court Administration/Diagnostic Clinic Salary: $41,600.00

Reports To:

Court Clinic Director Date Posted: 9/18/26

FLSA Status:
Non-Exempt Last Revised: 9/4/26

Insurance:
Comprehensive Health, Dental, Vision, Life and an Employee Assistance Program. Supplemental Life may be purchased at group rates.

Paid Time Off:
Twelve (12) holidays, vacation time (after 6 months) of three (3) weeks per year for the first eight (8) years of service, and sick time.

Retirement:
Ohio Public Employees Retirement System (OPERS) with 14% annual employer contribution and Deferred Compensation Plans.

This position performs all clerical duties in order to maintain the efficient functioning of the Juvenile Court Diagnostic Clinic.

To perform this job successfully, an individual must be able to satisfactorily perform each essential duty listed below. Reasonable accommodations will be made for disabled persons covered by the Americans with Disabilities Act, in accordance with its requirements.

Generates correspondence to other court departments, external agencies or facilities, and Diagnostic Clinic clientele; receives and distributes interoffice memoranda and postal mailings in the Diagnostic Clinic office; manages telephone calls and responds accordingly, including providing information and forwarding messages to recipients, etc.

Organizes and maintains front office in order to promote a professional environment. Keeps an ongoing inventory of office supplies and equipment and psychological testing materials and places orders when stock is low.

Responsible for data entry and database management on a daily basis. Receives case referrals, conducts preliminary review for completeness and reaches out for additional informa​tion when necessary, enters relevant data into a tracking system as the cases move forward, updates court hearing and trial date entries as they are set or changed, and follows cases to their ultimate conclusion of having reports filed electronically and physically.

Completes and executes releases of information to obtain collateral case information and follows up to ensure data are received. Receives, maintains, updates and verifies information for required reporting.

Distributes clinicians’ reports according to prescribed protocols.

Schedules appointments for client evaluations. Schedules and documents appointments for intial contacts as well as follow-up or missed meetings. Telephones, writes or, when appropriate, emails clients to remind them in advance of their appointments.

Keeps clinicians alerted to canceled or rescheduled appointments as the departmental schedule changes. Reminds clinicians of approaching court dates.

Maintains a filing system for hard copies of client records, periodically archiving them. Creates and maintains databases for clinical and research use, and produces year-end and other periodic reports.

Prepares charts, graphs, tables, process maps, and flowcharts through use of Microsoft Office products, including Excel spreadsheets and PowerPoint presentations.

Performs other tasks and assists in other related projects as directed.

Has no direct supervisory responsibility for staff members.

Standard office equipment and office technology such as copy machines, personal computers, projectors, and telephones.

All court-related information regarding hearings, etc. that the employee may come in contact with by working in the facility. All client data from all phases of the evaluative and/or intervention process.

Works in a general office setting with moderate noise levels.

While performing the duties of this job, the employee is required to sit, to speak clearly, and to hear. The employee must occasionally lift and/or move up to 10 pounds. This position is subject to many interruptions and may be required to handle multiple calls and inquiries at once.

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.

Ability to communicate effectively orally and in writing with the public and staff. Must be well organized and have the ability to work independently. Must have excellent personal…