Administrative Assistant
Chapel Hill, NC - Full-time position
Courthouse Computer Systems

Position Summary

• Full-time 40 hours/week, with occasional off-hour work
• Office-based
• $33,000 - $45,000/year salary

NEEDED: Courthouse Computer Systems is looking for a highly organized and detail-oriented Administrative Assistant to keep the office running smoothly and efficiently. This is a great opportunity to provide administrative support to the company’s department leaders using problem-solving skills, discretion, and independent judgment.

Exciting Benefits

• Highly competitive compensation
• Prioritized opportunities for professional development
• Excellent company-funded benefits package (non-high deductible health insurance, dental, and vision)
• Flexible Spending Account
• At least 3% per year 401k employer contribution, with a potential for another 2-3% profit sharing
• Holiday and 20 days paid time off
• Team-oriented work environment with employer-planned monthly activities
• Access to a mental health hotline and support
• Meditation/exercise room on site
• Amazing location near two of the Forbes top10 cities (https://www.forbes.com/best-places-for-business/list/#tab: overall)
• Near many top-ranked universities and health-care systems, as well as excellent public schools.

Details of the role

This position directly supports the company’s Leadership Team, composed of five Courthouse Computer Systems Supervisors.

For this role, work ranges from standardized office support assignments, including drafting of written materials, to performance of administrative duties involving decision-making and independent judgment. This position requires customer contact at the highest levels, contact with department staff, and efficient communication with company leaders.

Administrative Support

• Provides coordination and scheduling of travel arrangements, workshops, meetings. Assists in preparation for meetings (e.g., providing reminders of agenda items, ensuring that current materials have been reviewed or prepared and provided in advance) and attends meetings and teleconferences as needed. Provides administrative support for special projects and oversees related records retention.

Communications

• Maintains customer contact information; creates presentations; generates drafts of corporate communication; and coordinates marketing materials and supply orders. Creates, proofreads or edits correspondence and documents for internal and external circulation based on existing templates and tracks and collates data for related activities. Some communications are confidential in nature, such as HR and business paperwork.

General Office/Reception Duties

• Interacts with office building management; directs callers and visitors to sources of information as quickly and efficiently as possible; collects, distributes, prepares and sends mail and packages; keeps inventory of office supplies and places orders as necessary; and maintains company schedules.

Special Projects

• As assigned by management to meet business needs.

Who we are

Courthouse Computer Systems is a regional leader in the implementation of governmental land record management systems. As a technology company dedicated to serving county government by providing solutions that improve office efficiency, stability, and accuracy, our software solutions and professional services streamline office workflow and increase accessibility to public information. In addition to helping counties by providing comprehensive day-forward document management, Courthouse Computer Systems also performs historical imaging projects. Our professional services team is incredibly experienced with digitizing sensitive and older documents originating in a wide variety of formats. With over a century of assisting county government to preserve and protect documents, we continue to grow and expand services to more states and different entities.

Minimum Education And Experience Requirements

High school diploma or equivalency and three years of progressively responsible administrative/office management experience; or Associate’s degree in secretarial science, business administration, or a related discipline and one year of progressively responsible administrative/office management experience; or Bachelor’s degree, preferably in business administration, communications, humanities, or a related discipline; or equivalent combination of training and experience. Experience with colleges and universities is a plus.

Required Qualifications And Competencies

Interpersonal Skills: Prioritizes and negotiates organizational needs regarding meetings, timeframes, and deadlines. Exercises delegated authority to speak on behalf of the position and company’s goals regarding a variety of administrative matters. Thinks independently to make decisions under pressure. Communicates information with their supervisor and other leaders efficiently and effectively. Must be highly detail-oriented and maintain confidentiality.

Problem Solving: Analyzes and resolves unusual and novel situations based on significant knowledge of organizational activities, varying department priorities, and delegated authority. Exercises independent judgment and understands the impact of decisions on leaders’ roles and commitments. Ability to coordinate and facilitate solutions with internal and external players within delegated authority from company leaders.

Planning and Organizing: Uses judgment and independence to make changes to schedules and matters of various company departments. Possesses the self-sufficiency and innovation to be proactive in gaining the necessary resources to support their executive leaders. Work requires an awareness of internal and external relationships.

Communication – Written: Independently assimilates and composes materials for leaders to use in a variety of settings. Effectively uses Google Suite products in order to produce reports and documents.

Communication – Verbal: Presents appropriate level of professionalism and demeanor within a range of settings. Proficiency in videoconferencing such as Zoom or Google Meet.

Information/Records Administration: Independently researches information affecting organizational goals and objectives and leaders’ decision-making needs. Interprets and summarizes information based on program knowledge, organizational goals, and priorities.

Requirements

• The physical ability to lift boxes and materials weighing up to 50 pounds.
• Microsoft Suite proficiency a must
• Google Suite proficiency a must
• Strong written and verbal skills
• Quickbooks experience a plus
• High School Diploma or equivalent required.
• Background check
• Must be authorized to work in the US. We cannot sponsor employment visas such as H1Bs.

Learn more about Courthouse Computer Systems at CourthouseComputerSystems.com.

Courthouse Computer Systems does not discriminate. We welcome anyone of any race, religion, color, national origin, political affiliation, pregnancy, ancestry, handicap, medical condition, disability, marital status, age, sexual orientation, or gender. Courthouse Computer Systems is an at-will employer.

Job Type: Full-time

Pay: $33,000.00 - $45,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Paid time off
• Professional development assistance
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• No nights
• No weekends

Supplemental pay types:

• Bonus pay

Ability to commute/relocate:

• Chapel Hill, NC 27517: Reliably commute or planning to relocate before starting work (Required)

Application Question(s):

• REQUIRED: 1. What is your favorite memory of using a computer?
• REQUIRED: 2. Give an example of how you have historically provided innovative solutions to administrative tasks.

Experience:

• Administrative: 1 year (Required)

Shift availability:

• Day Shift (Required)

Work Location: One location

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