Administrative Assistant III - Office of Court Appointed Counsel
About The Position
The Pima County Office of Court Appointed Counsel’s (OCAC) mission is to assure that adequate legal representation is afforded to all persons eligible for counsel under Arizona law. OCAC works with the Superior Court, Juvenile Court, Court of Appeals, and Justice Courts to assign indigent defense cases to the appropriate office: Public Defender, Legal Defender, Legal Advocate, or Contract Attorney. An Administrative Assistant III at OCAC will assist by handling case assignments, auditing bills, responding to emails, performing data entry, creating documents for the court, researching case histories, answering phone calls, and working with their colleagues to ensure all tasks are completed in a timely manner. For more information on the Pima County Public Defense Services Department and the offices in this department, please visit their website at: www.pima.gov/pds
Requirements
- Three (3) years of experience performing secretarial or administrative tasks providing support to a department, specialized program, or small business. (Relevant experience and/or education from an accredited college or university may be substituted.)
- OR: One year with Pima County in an Administrative Assistant II position.
- Qualifying education and experience must be clearly documented in the "Education" and "Work Experience" sections of the application. Do not substitute a resume for your application or write "see resume" on your application.
Nice To Haves
- Experience with/knowledge of data entry.
- Experience in customer service and responding to email and phone inquiries.
Responsibilities
- Answers general procedural questions from the public concerning specialized documents
- Provides detailed information in response to queries concerning unit operations
- Compiles information and prepares and types a variety of documents such as correspondence, reports and specialized file data
- Reviews and sorts documents, creates new records and inputs and retrieves information using automated systems
- Prepares, and updates file folders, logs, status records, and other documentation to reflect the current status of a process and performs required purges
- Researches manual and automated systems to gather or verify data needed for processing activities
- Creates and maintains spreadsheets and databases using packaged software
- Assigns and reviews the work of staff performing typing, filing and other routine clerical activities
- Operates various office equipment such as typewriters, computer terminals and personal computers, facsimile machines, photocopiers and calculators
- Processes claims, purchase orders and contracts for payment to vendors and contractors, and verifies accuracy of billing charges against ledgers, invoices and contracts
- Establishes, posts, and maintains manual and automated bookkeeping systems
- Verifies fees for permits of services, receives payments, and issues receipts
- Establishes files for audit trail purposes, to include identifying, locating, and filing audit documentation
- Contacts debtors to collect accounts receivable and monitors payment arrangements
- Coordinating paperwork for the referral, admission, transfer or discharge of patients from a hospital unit or clinic
- Identifies actions required to provide services to individual clients, applicants, or the general public and assists people in completing the service process
- Coordinates and/or initiates processing action with other units, departments, or outside agencies as needed to provide services
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
No Education Listed
