Job Details

Administrative Assistant

The Administrative Assistant performs highly responsible, confidential, and complex administrative duties and coordinates projects and assignments for the Criminal Court Administrator and Deputy Administrators of the fourth largest Criminal department in the country, while remaining extremely organized.

About The Superior Court:

The Superior Court of the Judicial Branch of Arizona in Maricopa County is dedicated to providing a safe, fair and impartial forum for resolving disputes, enhancing access to our services, and providing innovative, evidenced-based practices that improve the safety of our community and ensure the public's trust and confidence in the Judicial Branch. The Superior Court in Maricopa County, one of the largest, most innovative and progressive trial courts in the nation, seeks innovative individuals to join our team who will embrace our vision of excellence and the principles inherent in the Rule of Law...every person, every day, every time. We fulfill these principles through a culture that values fairness, respect, integrity, innovation, and safety.

Position Qualifications

We recognize your time is valuable, so please apply if you meet the following required qualifications :

• High School Diploma or GED
• Three (3) years of responsible clerical and administrative experience OR other combinations of post-secondary education and job-related experience may substitute for the required experience on a year for year basis.

Our Preferred Candidate Has:

• Experience in and knowledge of iCIS

Knowledge, Skills, and Abilities:

Knowledge of:

• Administrative and clerical procedures and systems such as Microsoft Office, managing files and records, designing forms and other office procedures and terminology.
• The structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.

Skill in:

• Advanced features of Microsoft Word, Microsoft Outlook, Excel and PowerPoint.
• Operation of office equipment including, but not limited to, calculator, fax machine, printer/copier, scanner, and computer terminal.
• Communicating verbally and in writing with others to convey information professionally and effectively.
• Establishing and maintaining constructive and cooperative working relationships with individuals from the public, all levels of the organization, and with stakeholders.
• Identifying problems, reviewing related information and recommending solutions
• Excellent proofreading skills with exceptional attention to detail.

Ability to:

• Maintain a thorough understanding of the Department's role in supporting the Court's Mission, Vision and Values.
• Maintain high levels of professionalism, confidentiality, and cultural sensitivity in all interactions.
• Analyze, interpret, and apply complex information.
• Accurately prepare and maintain records, files, and reports.
• Prioritize, organize, plan, and manage multiple assignments efficiently and effectively emphasizing on attention to detail.
• Learn and master core business and support applications.
• Process and handle confidential information with discretion.
• Learn new skills necessary to support the needs and the mission of the Department and Court.
• Type a minimum of 35 words per minute with minimal errors.
• Quickly learn Visio.
• Accurately synthesize information into summaries for meeting minutes.
• Complete projects with minimum directions and oversight.

Essential Job Tasks

(This is not an all-inclusive list of all job duties that may be required; employees will be required to perform other related duties as assigned.)

• Provides complex specialized and complex administrative assistance with the operations and coordination of departmental functions.
• Regularly handles highly responsible, complex administrative duties, and confidential and/or sensitive materials and information.
• Manages large volume of electronic communication received in the Criminal Department.
• Resolves complex inquiries and complaints from the public, other agencies, and internal stakeholders that requires a broad knowledge of operating policies and procedures and/or functions of a large complex organization.
• Coordinates the logistics for training and department/division meetings, including preparation and distribution of agendas, minutes, and other necessary information for management and leadership team meetings.
• Evaluates, processes and makes recommendations for improvements.
• Prepares and prioritizes management calendars and correspondence.
• Maintains management files and related documents while also troubleshooting software and technology issues.
• Directs and assists department staff regarding procedures, formats, and policies.
• Provides oversight and direction for communications-related activities for the department, including newsletters, reports, Department-wide emails, and other communications.
• Serves as the Department contact for all inquiries and the facilities coordinator for the department.
• Acts as receptionist for the management office and ensures outstanding customer service is consistently provided.
• Monitors staff movements for needed actions such as updating phone lists, and requesting service activation.
• Prepares and updates organization charts, contacts and distribution lists; maintains filing and tickler systems in electronic and paper format.
• Researches and makes recommendations for special order requests; and maintains office equipment.
• Inventories and orders supplies for general office use, projects, and events.

Working Conditions :

Requires occasional use of personal or county vehicle to travel to and from various court locations and events. While performing the duties of this job, the employee may need to communicate clearly, perceive details of objects that are close by, and maintain various physical positions for extended periods, such as sitting, standing, or walking. The job may involve using hands for tasks such as typing, handling objects, or operating tools, as well as reaching with hands and arms. Occasionally, the employee may be required to move or lift objects weighing up to 20 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.