Administrative/Data Assistant for GAL/CASA Services job - State of Maine Judicial Branch - Augusta, ME
(40 hr/week position) GENERAL SUMMARY
This is a full-time position that provides administrative, data, and clerical support for the Children’s Guardian ad litem Services and Court Appointed Special Advocate (CASA) units located within the Family Division. This position also supports the CASA volunteers as directed. The work is extremely sensitive and highly confidential. The Guardian ad litem (GAL) Services area recruits, trains and works with the GALs for the family matters and child protection GAL rosters. Maine CASA recruits, trains and oversees volunteer guardians ad litem in child protection cases. The Family Division supports case management and case-processing activities in family/child protection related proceedings and coordinates specialized programs that help the court better serve families whose circumstances have led to litigation. This position reports to the Children’s GAL Services Coordinator and may take direction from others within the Administrative Office of the Courts. Occasional in-state travel and overtime will be required. This position is dependent on grant finding.
ESSENTIAL JOB FUNCTIONS Provides organizational, data, and clerical support for the Maine Guardian ad litem (GAL) Children’s Services Program and Maine CASA Program. Assists in arranging appointments, meetings, conferences and travel logistics. Organizes, monitors, and provides organizational and clerical support for various training programs and presentations, including PowerPoint presentations. Organizes and maintains confidential files and office filing systems. Prepares and distributes correspondence, meeting minutes, reports, manuals and other documents. Organizes and maintains guardian lists, rosters and directories, including computer databases and necessary paper files. Organizes and maintains volunteer lists, volunteer rosters and directories, including computer databases and necessary paper files. Assists in the establishment and maintenance of volunteer and guardian rosters and related information. Assists in collection and analysis of data and information from the parties in cases. Assists volunteers with reporting and other compliance requirements. Assists with collection of volunteer data and information. Assists volunteers with training logistics. Compiles statistics and produces routine administrative reports. Inputs, compiles, and manipulates data in spreadsheets and databases to enhance record-keeping, track statistics and generates reports. Organizes and maintains lists, calendars, and directories, including computer databases and necessary paper files. Takes meeting minutes. Communicates with administrators, court clerks, and the public. Communicates and corresponds with volunteers on a regular and ongoing basis. Prepares and organizes documents, envelopes, and labels for statewide mailings and email distribution. Opens and distributes incoming mail, faxes, and other correspondence. Ensures outgoing mail is properly distributed. Orders and maintains inventory of office supplies. Performs varied office management tasks, including ordering and organizing office supplies, ensuring office equipment is maintained, and ordering new equipment, as needed. Receives, screens, handles and/or routes emails, and other correspondence. May assist with posting content to website to support volunteers, guardians, and members of the public. Assists volunteers with tracking hearings and other court appearances and deadlines. Answers multiple telephone lines and welcomes and assists visitors to the AOC. Provides administrative support for other Family Division projects as assigned. Assists with other administrative functions and acts as backup to other administrative assistants as needed.
MINIMUM EDUCATION AND EXPERIENCE REQUIRED: Graduation from high school (or GED) and at least two years of secretarial or legal assistant/paralegal experience.
KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED Skill in the use of word processing, email, FileMaker Pro, PowerPoint, and Excel spreadsheet software, as well as internet applications. Ability to learn and work with databases within three months of employment. Extensive knowledge of the English language and legal terminology, grammar, punctuation, spelling, and style; ability to proofread efficiently and accurately for all of these. Ability to efficiently and accurately prepare and proofread documents. Ability to type and keyboard accurately at least 60 words per minute. Knowledge of modern office practices and procedures. Ability to understand court procedures, legal documents, laws and legal factors pertaining to the court system. Skill in the use and care of computers, calculators, copy machines, fax machines, scanners, and other office equipment. Ability to understand and follow oral and written instructions. Excellent interpersonal and communication skills. Self-starter with ability to self-educate, learn independently, and solve problems Ability to interact effectively with the public, other court staff, judges and attorneys in a variety of situations and circumstances. Ability to deal with competing priorities in an efficient and effective manner. Ability to maintain confidentiality of sensitive information.
Salary Information: Begins at $16.70 per hour, 80 hours bi-weekly/plus generous fringe benefits.
This posting will close on Friday, August 14, 2015.
Only online applications will be accepted. http://www.courts.maine.gov/jobs/jobs.html Cover letter and resume required.
The Judicial Branch is an EEO/AA employer.
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