Administrative Assistant - Municipal Court

Position Summary

Under the direction of the Municipal Court Administrator, the Municipal Court Administrative Assistant plays a vital role in delivering high-level, exceptional administrative and clerical support to the Municipal Court Administrator. This position performs a variety of tasks including managing correspondence, scheduling meetings, maintaining records, preparing reports, and assisting with public inquiries. The Administrative Assistant serves as a key point of contact between municipal staff, elected officials, and the public, requiring strong communication, organizational, and customer service skills.

This role demands discretion, attention to detail, and the ability to work independently in a fast-paced governmental environment.

• Perform general clerical duties including data entry, filing, photocopying, and scanning.
• Draft, proofread, and distribute correspondence, memos, agendas, and reports.
• Maintain accurate and up-to-date records, documents, and filing systems.
• Schedule and coordinate meetings, appointments, and events for department staff.
• Prepare meeting materials and take and distribute meeting minutes as needed.
• Serve as a primary point of contact for the public, answering phones, emails, and in-person inquiries.
• Provide accurate information or direct inquiries to appropriate personnel or departments.
• Process invoices, purchase orders, and track department expenditures.
• Assist with budget preparation and financial reporting.
• Maintain and organize official municipal records in compliance with retention policies.
• Assist with records retrieval and archival processes.
• Communicate effectively with internal staff, elected officials, and external agencies.
• Coordinate the flow of information between departments and ensure timely follow-up on action items.
• Utilize various office software and municipal systems for word processing, spreadsheets, databases, and scheduling.
• Maintain office equipment and request maintenance or supplies as needed.
• Provide support on special projects, programs, or community initiatives as directed.
• Assist in compiling data and preparing reports for municipal presentations or public use.
• Handle sensitive information with discretion and maintain confidentiality at all times.
• Adhere to all municipal policies, procedures, and applicable laws and regulations.
• Perform other related duties as required.

Performs other related duties as assigned, consistent with the overall purpose and responsibilities of the position. The omission of specific statements of duties does not preclude the assignment of tasks that are similar in nature, logically associated with this role, or necessary for the effective functioning of the Municipal Court. Flexibility and adaptability are essential, as the Municipal Court Assistant may be required to support a wide range of administrative and operational needs as they arise.