Job Title: Administrative Officer II

Division: Administration

Promotion Potential: Yes

Salary: $39,284.00 - $64,372.00

Location: St. Thomas/St. John District

Status: Open

Posted on: 02/24/2022

Deadline: 07/29/2022

Description:

                                                      (Any one position may not include all of the duties listed, nor do the examples cover all the duties which may be performed.)

• 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 utilizing computer systems to provide appropriate support.
• 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.

• Prepares, maintains, and submits time and payroll records and reports; reviews time and payroll records for accuracy, completeness, and availability of accrued hours; maintains records of leave accrual and use.
• Prepares and monitors date-sensitive paperwork and activities.
• Assists in the collection of restitution; prepares bank deposit slips, checks, reconciles account transactions, and reviews bills if such duties are assigned to the position.
• Prepares requests for pre-sentence report information; makes and distributes copies of confidential pre-sentence reports, if such duties are assigned to the position.
• Assists Marshal in conducting Marshal’s sales; collects necessary documents; keeps records of sale; prepares Marshal’s deed, checks incoming documents from the court for assignment of service by marshals; schedules Marshal’s sale of real property to satisfy judgment; notifies attorneys when property has been attached; prepares file for the actual sale, if such duties are assigned to the position.

• Prepares monthly and annual statistical reports of division activities.

• Schedules meetings; compiles and prepares necessary agendas and materials; arranges for facilities, food service, and travel; arranges rooms for meetings; serves as an ambassador of the Court, facilitating Court tours and events.
• Attends meetings on behalf of the Court and records minutes as needed.
• Prioritizes own work based on deadlines or other guidelines; makes recommendations and assists in implementing improvements in office policies and procedures; updates and maintains office, policy, procedure and financial manuals and directories.
• Assists with special projects including monitoring progress, drafting schedules and progress reports.
• Other duties as assigned or required.

Knowledge, Abilities and Skills

• Considerable knowledge of business English, arithmetic, and modern office practices, procedures, methods, and equipment, including calculator, computer, and typewriter.
• Considerable knowledge of computerized office programs.
• Considerable knowledge of basic bookkeeping practices and procedures.
• Considerable knowledge of rules of court, Virgin Islands Code, court and office policies and procedures of the area assigned.
• Ability to make arithmetic computations and tabulations accurately.
• Ability to maintain clerical records, assemble and organize data, and to prepare reports from such records.
• Good organization, time management and scheduling skills.
• Ability to understand and follow oral and written instructions.
• Ability to communicate ideas clearly and concisely, both orally and in writing, with a diverse group of people.
• Ability to explain and apply laws, rules, policies, and procedures.
• Ability to establish and maintain effective working relationships with co-workers, attorneys, representatives of other agencies, the general public, the media, and occasionally angry and volatile individuals.
• Ability to become familiar with legal land descriptions, as required by the position.
• Ability to provide lead work supervision if required by the position.
• Skilled in working under pressure of deadlines and maintaining a professional demeanor during stressful situations.
• Ability to work independently as necessary.

• Must exemplify the desired Court culture and philosophies.

                                  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 supplemented by Associate’s Degree in secretarial science, business, or a related field, or graduation from an approved high school or vocational school and two to five years office support or clerical experience such as that obtained in the Administrative Officer I class. A combination of education and experience may be considered.