Administrative Assistant

Colorado; Colorado; On-site; USD 38,000 - 46,000; Full time

Benefits offered by this job

Medical Insurance

Vision Insurance

Dental Insurance

State Paid Life Insurance

State Paid Short-Term Disability

FSA – Healthcare and Dependent Care

HSA Plan with Employer Contribution

Generous Paid Time Off & Sick Leave

Flexible Schedules

11 paid holidays

Access to Mental Health and Well-Being

Colorado PERA

401(k) and 457 Supplemental Retirement

Job summary

The Colorado State Public Defender’s offices are seeking an Administrative Assistant to perform routine clerical and receptionist duties under supervision.

You will handle phones, greet onsite visitors, assist applicants for representation, manage files, data entry and court records, and support a busy regional office in Colorado. This entry-level role offers growth in a dedicated team serving indigent clients.

Qualifications

• Strong interpersonal skills to work with colleagues and court staff.
• Ability to multitask in a fast-paced environment.
• Proficiency with reception duties and client service.
• Attention to detail and data entry accuracy.

Responsibilities

• Answer phones with multiple lines and greet onsite visitors.
• Monitor voicemail and email and route messages.
• Assist applicants for representation and explain the process.
• Enter and update client files in the online case management system.
• Search client case information on court websites.
• Process mail and perform clerical tasks.
• Conduct courthouse runs to collect discovery files.
• Upload documents to the case management database and scan files.
• Attend meetings and trainings as required.
• Perform other administrative duties as assigned.

Skills

Reception duties

Interpersonal skills

Multitasking

Telephone handling

Data entry

Tools

Case management software

Job description

About the Colorado State Public Defender

Colorado’s Office of the State Public Defender (OSPD) maintains a reputation as one of the top organizations in the nation specializing in the delivery of indigent criminal defense. We operate as an independent agency within the Judicial Branch of Colorado State Government with nearly 1,000 dedicated employees assigned to twenty-one Regional Trial Offices, a centralized Appellate Division, and a centralized Administrative Office. The mission of OSPD is to defend and protect the rights, liberties and dignity of those accused of crimes who cannot afford to retain counsel. We do so by providing constitutionally and statutorily mandated representation that is effective, zealous, inspired and compassionate. We seek to hire professionals who are dedicated to furthering our mission and demonstrate compassion in their service to our clients. We are a fast paced, team-oriented environment, where self-motivation and a personal commitment to high performance are important attributes for success.

• Medical Insurance


• Basic Vision Insurance - included with medical plans


• Dental Insurance


• State Paid Life Insurance


• State Paid Short-Term Disability


• FSA – Healthcare and Dependent Care


• HSA Plan with Employer Contribution


• Generous Paid Time Off & Sick Leave


• Flexible Schedules


• 11 paid holidays


• Access to Mental Health and Well-Being Resources


• Colorado PERA


• 401(k) and 457 Supplemental Retirement Plans

For more information on benefits please visit https://dhr.colorado.gov/state-employees/state-of-colorado-employee-benefits. For additional information on PERA visit www.copera.org.

Additional information about the Office of the Colorado State Public Defender can be found at: http://www.coloradodefenders.us/

Position Purpose and Objectives/Definition of Work

We are recruiting to fill an Administrative Assistant position Colorado State Public Defender’s regional trial offices. This is a full-time, entry-level Administrative Assistant position responsible for performing routine clerical and receptionist duties of a legal nature following established office procedures. Tasks are performed under direct guidance of an Office Manager or Supervisor while learning office and court procedures and case file management systems. Individuals must have strong interpersonal skills in order to successfully work with colleagues and court staff and to provide patient and compassionate service to indigent persons charged with criminal offenses. The work environment is fast-paced and has a high volume of telephone calls, client interactions and various interruptions. Individuals require the ability to multitask and perform tasks in a timely manner with accuracy and attention to detail.

Primary Duties and Responsibilities

• Performs general reception duties including answering phones with multiple lines. Screens calls, takes messages and refers callers to the appropriate person, office or agency. Greets and assists onsite visitors such as, clients, coworkers, and other agency personnel. Provides general information such as, name of appointed attorney and scheduled court dates. Maintains the reception area.


• Checks the main voice mail and email inbox for the office frequently during scheduled work hours. Responds to, or forwards voice and emails to appropriate person, office or agency.


• Assists persons applying for representation by a public defender. This includes explaining the application process and ensuring the person is able to submit completed documents. Reviews applications and verifies for completeness in accordance with eligibility guidelines. Processes applications in accordance with State and Regional Office policies.


• Opens, enters data and updates, and may close client files in the online case management system. Moves hardcopy files to/from the closed file room in accordance with policy and procedure.


• Uses court or local jurisdiction internet sites to search client case information.


• Processes incoming and outgoing mail and performs routine clerical tasks such as, copying, printing, sorting, and distributing forms and documents.


• Makes weekly courthouse runs to pick-up digital and hardcopy discovery files when e-filing is not available.


• Uploads large volumes of electronic documents, files and media into the online case management database. Scans and uploads hardcopy documents.


• Attends meetings and trainings as required.


• Performs other administrative duties as assigned.