Administrative Assistant (Grade 8)

Yuma County•Yuma, AZ

4d•Onsite

About The Position

Performs and coordinates a variety of secretarial, technical, organizational, and administrative activities of a responsible nature to support a work unit or staff. This role involves coordinating, processing, and compiling records, data, and other materials. The position may also perform specialized functions within a work unit. Key responsibilities include overseeing administrative workflow, applying knowledge of policies and procedures to organize work, exercising initiative and independent judgment, tracking department issues, composing correspondence and documents, maintaining files, collecting and compiling data, developing reports, updating records and tracking systems, researching files and databases, ensuring compliance with court policies, utilizing court computer systems for data management, providing information and assistance to visitors, resolving customer service inquiries, screening calls, providing advice on compliance with laws and regulations, maintaining confidentiality, and coordinating special projects. The role may also involve taking meeting minutes and adhering to the Code of Conduct for Judicial Employees.

Requirements

High school diploma or equivalent
Three years of clerical and computer experience
Applicant must pass criminal background checks

Nice To Haves

Bilingual in English and Spanish is preferred
A valid Arizona State Driver’s License may be required
Arizona Committee on Judicial Education and Training (COJET) yearly accreditation is required
May be required to obtain Terminal Operator Certification for access to Arizona Criminal Justice Information System (ACJIS)

Responsibilities

Oversees administrative workflow of business unit
Applies specific knowledge of policies and procedures in order to organize and coordinate work and relieve the work unit of routine administrative detail
Exercises initiative and independent judgment in performing administrative duties
Applies judgment to resolving problems, analyzing data, and making decisions
Tracks department issues and assures the effective communication of operational information and activity summaries
Composes correspondence and other documents on a wide variety of subjects requiring knowledge of the procedures and policies of the assigned work unit
Creates, edits and processes memoranda, legal and technical documents, and other communications
Maintains department files, resources, and reference materials
Collects and compiles statistical data
Develops and creates a variety of technical and statistical files and reports
Updates manual and computer records and tracking systems
Creates management reports
Maintains personnel and administrative files
Researches files and computer databases
Assures all administrative actions are in compliance with court policy, procedures, and guidelines
Utilizes the court computer systems to input, access, retrieve, and review confidential data
Provides information and assistance to visitors and others having business with the court
Resolves problems and responds to customer service inquiries within scope of authority
Screens and routes calls to appropriate individuals, takes, and delivers messages
Provides advice and assistance to staff on compliance with laws, rules, and regulations
Maintains absolute confidentiality of work-related issues, records, and court information
Refers matters requiring policy interpretation to supervisor for resolution
Coordinates special projects and assignments as directed
May take meeting minutes as assigned
Abides by the Code of Conduct for Judicial Employees
Performs related duties as required or assigned