Guardian ad Litem Office Assistant III - Family Court Division

Position Description

The mission of the State Guardian ad Litem Board is to provide well trained, effective guardians ad litem to advocate for safe and permanent homes for the children we represent in Juvenile and Family courts.

The Program desires advocates who represent the best interests of abused and neglected children in court. Our Guardians ad Litem are independent from the court and the child welfare system and are appointed by a judge to represent a child's best interests in court proceedings.

Since its inception, the Minnesota Guardian ad Litem (GAL) Program has committed itself to giving abused and neglected children advocacy in our court system. The Minnesota Guardian ad Litem Program is a state agency providing services throughout the state of Minnesota.

Full‑Time Guardian ad Litem Office Assistant III – Family Court Division

The Guardian ad Litem Program is currently seeking a full‑time (1.0 FTE) Office Assistant III–Family Court Administrative Assistant to provide support to the Family Court Division. This position will be accountable for administrative functions for the Family Court GAL Division to provide support for the GAL Program Office in Family Court proceedings.

Work includes preparing, processing, and filing documents, posting and checking information, performing receptionist duties, and performing related office support duties. Work is reviewed in progress and upon completion for accuracy, completeness, timeliness and adherence to policies, procedures, guidelines and requirements.

• Performs and coordinates office administrative services such as personnel, office management, records management, purchasing, budget, forms control, mail processing, and supply inventory.
• Assists in training new staff, including but not limited to providing training material, presentations, coordinating new hire paperwork.
• Orders, maintains stock of, and issues office supplies; sorts, distributes mail, makes copies, sends faxes, completes badge requests and business card requests.
• Keeps accurate and precise notes in accordance with GAL program requirements and access rules; organizes and catalogs various Excel documentation on case assignment, wait lists and denials; compiles, organizes and maintains accurate and up‑to‑date case files; adheres to record and case confidentiality/access rules.
• Monitors email requests from Guardians and Supervisors in relation to family court proceedings, including court reports, letters, interpreter requests, etc.
• Reviews appointments to determine if extensions or discharges need to be filed; prepares proposed extension/discharge orders, e‑files, e‑serves and monitors for return of signed order; updates information on case management system and keeps Guardians and Supervisors informed of appointment status.
• Reviews court documents to correct typos and formatting issues; e‑files, e‑serves, and mails to parties; forwards copy to Guardians.
• Prioritizes own work based on deadlines or other guidelines; updates, coordinates and maintains volunteer calendars, logs and documents pertaining to Family Court.
• Attends program staff meetings and continuing education sessions as scheduled.
• Other duties as assigned.

Minimum Qualifications:

Graduation from an approved high school or vocational school supplemented by completion of approved college‑level course work in business, administration or a related field, or graduation from an approved high school or vocational school and office support or clerical experience. (Any combination of training and work experience which indicates possession of the knowledge, abilities and skills listed below. An example of an acceptable qualification for this position is):

• Some knowledge of business English, arithmetic, and modern office practices, procedures, methods, and equipment.
• Ability to learn office policies and procedures of the area assigned.
• Ability to learn computerized office programs.
• Ability to make arithmetic computations and tabulations accurately.
• Ability to maintain clerical records and to prepare reports from such records.
• Ability to understand and…