Administrative Assistant (SCA 111152)

The Iowa Judicial Branch, Court of Appeals, seeks applicants for an Administrative Assistant to apply knowledge of administrative and office procedures and systems to effectively and consistently support the Iowa Court of Appeals.

This position will provide administrative support to the judges of the Iowa Court of Appeals. The Administrative Assistant will assist the court in processing and filing a high volume of appellate decisions. The position requires the ability to work independently to ensure that motions and decisions are circulated and finalized in a timely manner. The Administrative Assistant will provide proofreading and formatting expertise. The Administrative Assistant will support the judges and staff to facilitate oral arguments in Des Moines and other locations. The position will act as a liaison between members of the court and the information technology staff, as well as other offices in the Judicial Branch. The Administrative Assistant will participate in committees and other roles regarding court procedures as required.

The successful candidate will have exceptional proofreading and verbal and written communication skills, be highly organized, detail-oriented, and possess the ability to maintain the utmost discretion and professionalism. The successful candidate will be able to operate and navigate court-related computer programs and technology and possess intermediate knowledge of Microsoft Office 365. The successful candidate will be able to work independently and prioritize duties with little or no supervision.

What's in it for you:

• Collaborative, positive professional work environment
• Opportunities to make a widespread difference in the Iowa communities
• Excellent benefits package
• Paid Holidays/Vacation/Sick Leave
• Iowa Public Employees' Retirement System (IPERS) plan
• Employee discount program
• Employment with the Iowa Judicial Branch may qualify for the federal student loan repayment program

The pay range for this position is $23.13 - $36.57 per hour. This is a contract-covered, FLSA non-exempt position. The starting salary for new state employees is expected to be at the base of the pay range. Adjustments may be made if the successful candidate has relevant experience.

Position classification is determined as the 'best fit' of the duties assigned to and performed by a position. This position is classified as an Administrative Assistant as summarized below.

Summary

Provide administrative and clerical assistance for an area or district to ensure smooth day-to-day operation.

Examples of Duties and Responsibilities

• Perform administrative assistance duties for one or more persons in the district, office, or area.
• Communicate administrative decisions, policies, and instructions at the request of the supervisor.
• Receive visitors, answer phones, open and distribute mail, and arrange meetings or interviews as necessary.
• Schedule meetings and appointments and maintain the schedule for courthouse facilities.
• Prepare meeting agenda, notices, materials, and minutes.
• Coordinate special events or projects. Organize catering when necessary.
• Create, edit, and format documents, reports, and presentations. Draft and proofread correspondence, memos, and emails.
• Prepare invoices, reports, financial statements, and other documents using word processing, spreadsheets, databases, or presentation software.
• Manage the office and supply inventory.
• Other duties as assigned.

Knowledge, Skills, and Abilities

• Knowledge of English, grammar, punctuation, spelling, editing, and proofreading.
• Knowledge of court organization, functions, procedures, and legal terminology.
• Ability to use word processing, spreadsheet, and other productivity software such as Microsoft 365.
• Ability to secure confidential information.
• Adaptable to changing environment and priorities.
• Excellent verbal and written communication skills.
• Attention to detail.
• Ability to manage multiple tasks efficiently.
• Ability to maintain discretion and professionalism.

The Iowa Judicial Branch is an Equal Opportunity/Affirmative Action employer. Applicants may review the Equal Employment Opportunity Utilization Report from the Iowa Judicial Branch website as part of our commitment to transparency and compliance with federal and state regulations. Please go to www.iowacourts.gov and click on the Careers page.

Candidates need to complete the NEOGOV application and attach a cover letter and resume. Final applicants are subjected to a criminal background check. The Iowa Judicial Branch is an E-Verify employer.

This is a non-merit position with the Iowa Judicial Branch. Candidates must follow the instructions in the "To Apply" section.

Positions in this class are exempt from the screening and referral requirements of the Iowa Department of Administrative Services - Human Resources Enterprise.

The incumbent must meet the minimum requirements to qualify for the position.

• High school diploma (or high school equivalency diploma)
• One (1) year of related experience in office or administrative support.

Experience may be substituted with related education on the basis that successful completion of thirty (30) semester hours or academic equivalent equals one year of experience.

Preferred Qualifications

• Familiarity with court or legal process or terminology, especially at the appellate level.
• Experience in the Iowa Judicial Branch.
• Experience in scheduling, preparing meeting agendas and minutes.
• Experience coordinating special events.
• Experience proofreading, editing, formatting, or drafting official documents.