Administrative Officer II

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An Administrative Officer II in the USVI Judicial Branch STX is an advanced clerical role focused on preparing and processing documents, filing, data entry, payroll and time records, and coordinating trainings and meetings while supervising staff when needed. The position requires accuracy, sound judgment, adherence to policies, confidentiality, and strong communication with colleagues, attorneys, and the public. Qualifications include a high school diploma or vocational training plus an associate degree in a related field, or 2–5 years of clerical experience, and proficiency with Microsoft Office, OnBase, and the judiciary case management system. To apply effectively, tailor your resume to highlight document processing, records management, meeting coordination, and leadership, and show results; note the onsite Croix, 32 requirement.

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Posting number: 201902069

Department: Judicial Branch STX

Job classification: Administrative Officer II

Posting type: Open & Promotional

Categories: Administration, Administrative Assistant

Summary

This is advanced office and court clerical work involving document preparation and processing and specialized duties.
            Work includes preparing, processing, and filing office and court documents, posting and checking information, and performing specialized duties.  Work may include providing guidance and/or direction to assigned office staff.  This class differs from the Administrative Officer I class by the more diverse, complex, or specialized work, the greater consequence of error, and the more limited review of work.  Work requires the exercise of some judgment in accordance with instructions, court and office policies and procedures. Work is reviewed in progress and upon completion for accuracy, completeness, timeliness and adherence to guidelines and requirements.

Examples of duties

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

• Types and prepares a variety of forms, records, statements, correspondence, invoices, purchase requests, transmittals, notices, minutes, questionnaires, surveys, and regular and statistical reports from notes, rough draft, or legal documents; proofreads documents and makes revisions.
• 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 and prepares bank deposit slips, 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.
• Coordinates employee annual training sessions.
• Reviews telephone bills.
• Assists Marshal in conducting Marshal's sales; collects necessary documents; keeps records of sale; prepares Marshal's deed, if such duties are assigned to the position.
• Checks incoming documents from the court for assignment of service by marshals, if such duties are assigned to the position.
• 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.
• Reviews case files for accuracy of information; locates and distributes case files.
• 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.
• Attends meetings on behalf of the Court and records minutes as needed.
• Serves as an ambassador of the Court, facilitating Court tours and events.
• Other duties as assigned or required.

Qualifications

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.

Supplemental information

• 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 including Microsoft Office, OnBase and the judiciary's case management system. 
• 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.
• 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.