Administrative Specialist I - Office of Court Appointed Counsel

Pima County • Tucson, AZ

1d • Onsite

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 Specialist I at OCAC will assist by auditing bills, handling accounts payable, using the legal case management system, developing standard operating procedures (SOP), approving contracts, and working with their colleagues to ensure all tasks are completed in a timely manner.

Requirements

• Associate’s degree from an accredited college or university in one of the following disciplines: public administration, business administration, management, or a closely related field as determined by the department head at the time of recruitment. (Relevant experience and/or education from an accredited college or university may be substituted.)
• One year with Pima County as an Administrative Assistant III or closely-related professional administrative classification.
• 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

• Minimum six (6) years experience with auditing bills from legal service providers.
• Experience with/knowledge of Workday handling accounts payable features, such as supplier contracts, requisitions, supplier invoices and purchase orders, and their respective approval processes.
• Minimum six (6) years experience with legal case management systems.
• Experience with/knowledge of organizing office workflow and developing standard operating procedures (SOPs), including documented office, duty, and task processes.
• Experience with/knowledge of Pima County Board of Supervisors Agenda Item Report (BOS-AIR) forms and contract approval routing processes.
• Minimum four (4) years, within in the last five (5) years, of computer experience in Microsoft Excel including managing data collection and developing data management tools.
• Associate’s degree from accredited college or university in accounting.

Responsibilities

• Coordinates unit activity with other departmental sections/divisions and other County departments or outside agencies directly or through assigned staff, and acts as an internal departmental coordinator for support activities such as personnel, purchasing, payroll, or program specific functions.
• Responds to public and staff inquiries and provides information or resolves problems which require explanation or application of departmental or program rules and policies, or refers questions to appropriate staff.
• Represents unit/department on various committees and working groups and may be granted authority to commit unit/department support to issues.
• Coordinates, schedules and organizes unit, program, or departmental calendars and meetings.
• Leads and participates in the preparation and processing of accounting documentation such as requisitions, purchase orders, claims and fund transfers.
• Creates, maintains, and/or directs the maintenance of specialized databases including inputting and retrieving data and producing complex computer-based reports.
• Coordinates and monitors standard departmental Intergovernmental Agreements (IGA), contracts, and other obligatory agreements with affected agencies, contractors and service providers.
• Researches, compiles and performs initial analysis of information, and prepares routine, recurring and special reports, correspondence, memoranda, personnel forms, operations manuals and other documents for supervisory review and approval.
• Compiles and summarizes statistical and operational data, and prepares periodic and special reports.
• Compiles information utilized in unit budget preparation, monitors miscellaneous expenditures, and reports to supervisor on program budget activities.
• Conducts and documents confidential or sensitive inquiries for management and maintains appropriate security and confidentiality of information encountered or created.
• Establishes and maintains specialized reference files and reference materials.

Benefits

• competitive salaries
• generous health insurance coverage
• retirement plans
• flexible work schedules
• a generous family leave policy
• wellness programs
• opportunities for professional advancement through training programs, workshops, and educational reimbursement programs
• County-wide employee recognition program

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: Associate degree
• Number of Employees: 1,001-5,000 employees