Administrative Assistant I

Pima County

4d•$17

About The Position

Your next role in public service starts here! As the HR Administrative Assistant at the Arizona Superior Court in Pima County, you’ll keep the Court moving by fielding calls and emails, welcoming and directing the public, organizing mail and supplies, and providing bailiff support as needed. If you love organized, high-impact work, this front desk seat is where professionalism meets purpose. Job Description Summary: Performs various office support duties such as answering a multiple line telephone; reception of visitors; accepting payments; printing, copying and shredding documents; keeping inventory of and filling office supply orders; and distributing mail. Performs other clerical duties and completes projects as assigned. Hiring minimum: $16.54/hour. Applications must be submitted by January 15, 2026, by 11:59 PM MST to be considered. Late applications will not be accepted. Distinguishing Characteristics: This is a classified position that reports to the Human Resources Manager – Courts. The incumbent performs duties from written or verbal instructions under general supervision and has no supervisory responsibilities. Minimum Qualifications: A High School diploma or equivalent General Education Diploma (GED), and two years of clerical work experience that included tasks such as answering phones, receiving visitors, typing/data entry utilizing a computer, and/or the use of various office equipment. Or, any equivalent combination of experience, training and/ or education approved by Human Resources. Preferred Qualifications: 1. Exceptional customer service experience. 2. Experience managing multiple responsibilities (phones, email, reception, and supply coordination), while keeping operations smooth and deadlines met. 3. Proficient in Microsoft Word, Excel, and Outlook, and using standard office equipment (copiers, fax, ID/photo machines). 4. Human Resources experience preferred. Important Notice Regarding Multiple Applications: Once a candidate formally accepts a job offer with Superior Court, Juvenile Court, or Justice Court (Tucson and Ajo), all other active applications they may have submitted for different roles within these courts will be inactivated. This ensures clarity in our hiring process and allows us to focus on onboarding and supporting the candidate in their new role. We appreciate your interest in joining our team. Essential Duties & Functions: Answers incoming phone calls in a professional and timely manner using a multi-line automated telephone system, and routes callers to appropriate divisions or persons. May provide general information such as hours of operation and division/section phone numbers and availability of staff. Receives visitors, determines nature of business, and refers them to the appropriate division, section, or employee. Operates a variety of office machines such as multifunction photocopiers, shredders, printers, automated paper folding machine, and computers. Orders toner and other supplies for the multifunction copiers; trouble-shoots routine office machine problems and places service calls. Stocks reception area and copy machines with paper; assures other appropriate office supplies and materials are available for staff utilizing the mail room; maintains a professional and orderly appearance of the area. Sorts and distributes incoming mail; assists internal customers with questions about outgoing mail and options for sending; places pick-up calls with UPS, FedEx and similar. Schedules and tracks equipment rentals such as ELMO visual presenters, televisions with VCR/DVD players, projectors, and other miscellaneous items. Accepts payments for fees using automated register; issues receipts and maintains applicable documentation. Receives and fills office supply requests from court employees and/or divisions by pulling the requested items from the inventory and delivering to the requestor; operates a push-cart to move and/or deliver supplies. Tracks stock of office supplies and places timely refill orders; performs quarterly physical inventory. Checks vendors' deliveries against documentation to verify quantity and accuracy of order; notes shortages, damaged or incorrect items and notifies appropriates parties to handle exchanges or refunds. Accepts courier pass applications and payments, verifies for completeness and forwards to Security; assists those returning for their passes. Laminates materials as requested and folds fliers and other mailings utilizing automated paper folding machine. Provides general clerical support to court staff as requested. Additional Responsibilities/Duties: Reliable and predictable attendance is considered essential for this position along with adherence to work schedule. The front desk team needs to be consistently available to Court and Pima County staff, vendors and visitors. Assist Human Resources division with miscellaneous duties such as taking ID photos, issuing Court ID-s, adding or removing access to ID-s, fingerprinting employees and applicants. Assembles new hire packets, job fair materials and other printed items for HR Division. Cross-trains to perform specialized duties to assist judicial divisions with emergency coverage. Performs related duties and completes projects as necessary.

Requirements

A High School diploma or equivalent General Education Diploma (GED), and two years of clerical work experience that included tasks such as answering phones, receiving visitors, typing/data entry utilizing a computer, and/or the use of various office equipment.
Or, any equivalent combination of experience, training and/ or education approved by Human Resources.
General knowledge of office procedures in a professional environment.
Ability to follow verbal and written instructions, compose and type routine correspondence, complete standard forms, and maintain records and logs.
Basic typing skills and proficiency in common software applications such as Microsoft Word, Outlook, and Excel.
Skill in performing basic arithmetic calculations.
Ability to operate standard office equipment, including multifunction photocopiers, shredders, printers, laminators, and automatic paper folding machines.
Ability to prioritize tasks and escalate issues to a supervisor when necessary.
Strong customer service skills in all aspects of job duties.
Effective communication skills for interacting with coworkers, court staff, vendors, and external parties, including court customers.
Reliable and predictable attendance is considered essential for this position along with adherence to work schedule.
The front desk team needs to be consistently available to Court and Pima County staff, vendors and visitors.

Nice To Haves

Exceptional customer service experience.
Experience managing multiple responsibilities (phones, email, reception, and supply coordination), while keeping operations smooth and deadlines met.
Proficient in Microsoft Word, Excel, and Outlook, and using standard office equipment (copiers, fax, ID/photo machines).
Human Resources experience preferred.

Responsibilities

Answers incoming phone calls in a professional and timely manner using a multi-line automated telephone system, and routes callers to appropriate divisions or persons.
May provide general information such as hours of operation and division/section phone numbers and availability of staff.
Receives visitors, determines nature of business, and refers them to the appropriate division, section, or employee.
Operates a variety of office machines such as multifunction photocopiers, shredders, printers, automated paper folding machine, and computers.
Orders toner and other supplies for the multifunction copiers; trouble-shoots routine office machine problems and places service calls.
Stocks reception area and copy machines with paper; assures other appropriate office supplies and materials are available for staff utilizing the mail room; maintains a professional and orderly appearance of the area.
Sorts and distributes incoming mail; assists internal customers with questions about outgoing mail and options for sending; places pick-up calls with UPS, FedEx and similar.
Schedules and tracks equipment rentals such as ELMO visual presenters, televisions with VCR/DVD players, projectors, and other miscellaneous items.
Accepts payments for fees using automated register; issues receipts and maintains applicable documentation.
Receives and fills office supply requests from court employees and/or divisions by pulling the requested items from the inventory and delivering to the requestor; operates a push-cart to move and/or deliver supplies.
Tracks stock of office supplies and places timely refill orders; performs quarterly physical inventory.
Checks vendors' deliveries against documentation to verify quantity and accuracy of order; notes shortages, damaged or incorrect items and notifies appropriates parties to handle exchanges or refunds.
Accepts courier pass applications and payments, verifies for completeness and forwards to Security; assists those returning for their passes.
Laminates materials as requested and folds fliers and other mailings utilizing automated paper folding machine.
Provides general clerical support to court staff as requested.
Assist Human Resources division with miscellaneous duties such as taking ID photos, issuing Court ID-s, adding or removing access to ID-s, fingerprinting employees and applicants.
Assembles new hire packets, job fair materials and other printed items for HR Division.
Cross-trains to perform specialized duties to assist judicial divisions with emergency coverage.
Performs related duties and completes projects as necessary.

Benefits

Retirement Plan participation is mandatory for all eligible employees, including a mandatory, pre-tax pay deduction.
Plan eligibility is determined by many factors including prior plan participation and position eligibility.
Retirement Plan
Vacation, holidays, and sick leave
100% paid parental leave
Employer-paid Short -term Disability
Tuition Reimbursement
Health Wellness discount program
Mental and Behavioral Health Benefits
Paid Training with Advancement Opportunities
$15 per pay period Parking Subsidy
Upon the yearly anniversary, 56 hours of accrued sick time, less usage, may be rolled over to vacation time.
Full-time employees of government organizations may be able to receive student loan forgiveness under the Public Service Loan Forgiveness Program.
Competitive salaries
Generous health insurance coverage
Retirement plans that contribute to long-term financial security.
Flexible work schedules
A generous family leave policy
Wellness programs that prioritize employee well-being.
Opportunities for professional advancement through training programs, workshops, and educational reimbursement programs.
A County-wide employee recognition program rewards employees who exemplify the County values of being accountable, respectful and ethical as well as providing great customer service.