Juvenile Court Administrative Support Specialist - Juvenile Court Judge

Under general supervision, performs a variety of responsible secretarial, accounting, and general clerical duties in support of the Juvenile Court Administration. Provides confidential secretarial and administrative support to the Court Administrator and Administrative staff. Performs a variety of financial and accounting related clerical duties such as data entry, checking and reconciling routine accounts, tracking time and expenses, record keeping, purchases, budgeting, grant reporting and budgeting, and filing reports supportive of the department function.

Assists in preparation and coordination of various types of meetings and presentations.

Essential functions, as defined under the Americans with Disabilities Act, may include the following tasks, physical requirements, knowledge, skills, abilities, and other characteristics. This list of tasks is ILLUSTRATIVE ONLY, and is NOT a comprehensive listing of all functions and tasks performed by incumbents of this class.

Provides general and specialized secretarial assistance to the Court Administrator and Administrative staff. Answers and screens phones and visitors, answering questions and referring to appropriate personnel. Maintains department files.

Provides high level administrative support to the Court Administrator and to other employees, divisions, or departments as needed.

Assists with and provides administrative and managerial support and assistance in the fiscal management of all departments and divisions of the Juvenile Court Judge, which includes but is not limited to budget preparation, administration of general accounting, procurement, a variety of accounting duties involving creation and maintenance of complete and accurate financial accounting records for departments, funds, and budgets, reviews department expenditures, prepares financial reports, coordinates departments’ purchases.

Monitors, reviews, and reconciles accounts, budgets, and various statements; assists with tracking and reviewing of inventories, assets, and procurements.

Maintains department accounting, purchasing, and inventory systems to assure accurate division of each program’s expenditures and program inventory; maintains accounts payable.

Coordinates information between the finance department, other County departments, and external agencies to clarify and reconcile issues relating to County funds and accounting; may assist in complex special projects as requested.

Assists with the coordination of annual Departmental budget preparation, including annual operating budgets and capital projects budget; prepares supporting documentation to assist the Administrator’s presentation of annual budget requests to approving authority.

Analyzes, reconciles, and audits accounts, budgets, revenue and expenditure statements and contracts; ensures compliance of all fiscal transactions with relevant federal, state, and local rules, regulations, and procedures.

Assists with drafting and filing reports, purchasing, budgeting, and accounting for Safe Baby Court program.

Processes standard documentation for payments and receipts; enters data into financial information system on department programs, fund, or grant budgets; checks and reconciles routine accounts, provides timely and accurate processing of financial and accounting related documents; verifies and records information. Records and tracks account expenditures for all Juvenile Court Divisions.

May prepare payroll including attendance reports for department and maintains appropriate files.

Assembles and enters data into worksheets; writes and updates spreadsheets; performs filing; reviews forms for completeness and accuracy; processes correspondence; prepares data reports; requisitions supplies; maintains inventory records; responds to inquiries relating to area of responsibilities; provides service to public or other County departments; and may assist in special projects as requested.

Performs other related duties as assigned.

Knowledge of fundamental office administration and accounting principals and standards.

Knowledge of relevant Hamilton County policies and procedures.

Knowledge of Hamilton County budget,…