Administrative Assistant (Grade 8) (Part-Time)

Yuma County; Yuma (AZ); On-site; USD 21,000 - 30,000; Full time

Job summary

Yuma County is seeking a qualified court administrative assistant to perform secretarial, technical and clerical duties to support the court unit. You will coordinate records, prepare documents, manage correspondence, and assist visitors while handling confidential information with discretion.

Requirements include a high school diploma or equivalent and three years of clerical and computer experience, or an equivalent combination.

Qualifications

• High school diploma or equivalent.
• Three years of clerical and computer experience, or an equivalent combination of education and experience.
• Ability to maintain confidentiality and handle sensitive information in a court environment.

Responsibilities

• Oversees administrative workflow of the unit and coordinates records and data.
• Compiles, processes, and maintains documents and correspondence; assists visitors and staff.
• Maintains department files and reference materials; supports meetings and minutes as assigned.
• Ensures compliance with court policies and procedures; uses court systems to input and retrieve data.

Skills

Customer service

Data entry

Microsoft Office

Confidential data handling

Education

High school diploma or equivalent

Job description

This position is advertised from the minimum hourly rate. Salary will be determined based on education and experience at the time of offer.

NATURE OF WORK

Performs and coordinates a variety of secretarial, technical, organizational, and administrative activities of a responsible nature to support a work unit or staff; coordinates, processes and compiles records, data and other materials used by others in the tasks associated with their duties; may perform specialized functions within a work unit.

(Illustrative Only) 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; not all incumbents perform all specified tasks; 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 protocols 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.

High school diploma or equivalent; AND three years of clerical and computer experience; OR, any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved.

PREFERRED QUALIFICATIONS

: Bilingual in English and Spanish is preferred.

ADDITIONAL REQUIREMENTS

ADDITIONAL REQUIREMENTS: This classification requires the applicant to pass criminal background checks; 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).

KNOWLEDGE OF

Applicable State of Arizona statutes, rules, administrative orders, operational policies and procedures, Federal rules, and requirements; Yuma County and Superior Court policies and procedures; Superior Court in Yuma County- Rules of the Judicial Merit System and the Code of Conduct for Judicial Employees; court administration processes and procedures, including accounting and budgeting; basic principles of specialized AOC software applications; basic principles and practices of file management, bookkeeping, record keeping, case management, and record keeping; legal terminology and court processes and procedures; modern office practices, procedures, and equipment.

SKILLS IN

Interacting with people of different social, economic, and ethnic backgrounds; using initiative and independent judgment within established procedural guidelines; interpreting a variety of technical instructions and program requirements; establishing and maintaining cooperative working relationships with court employees, other court and non-court related agencies and representatives, and the public; reviewing documents for accuracy, completeness, and compliance with requirements; producing and finalizing reports for public dissemination and court system use; operating a personal computer utilizing a variety of software; making accurate arithmetical calculations; communicating effectively verbally and in writing.

ABILITY TO

Review documents for accuracy, completeness, and compliance with requirements; follow written and oral instructions; communicate effectively both orally and in writing.

PHYSICAL DEMANDS AND WORKING ENVIRONMENT

Work is performed in a standard office environment and Court facilities.

EOE/AA/ADAAA/M/F/V/D DRUG FREE WORKPLACE