Administrative Specialist

VeeAR Projects Inc.; Phoenix (AZ); On-site; USD 42,000 - 62,000; Full time

Job summary

VeeAR Projects Inc. in Phoenix, AZ seeks a detail‑oriented administrative professional to support court operations.

You will interact with the public, attorneys, case managers, court staff, and other agencies to coordinate hearings and ensure smooth workflow. Responsibilities include preparing courtrooms, coordinating hearings with clerks, operating electronic equipment, and entering outcomes into iCIS in real time.

Qualifications

• High School diploma or GED required.
• Three (3) years of progressively responsible administrative experience, preferably in a court or legal environment.
• An equivalent combination of post-secondary education may substitute on a year-for-year basis.

Responsibilities

• Interacts with the public, attorneys, case managers, court staff, outside agency staff, court interpreters, MCSO deputies, and court security.
• Prepares the courtroom for hearings and coordinates actions with the Courtroom Clerk; manages the courtroom during proceedings.
• Operates and troubleshoots e-courtroom equipment during hearings.
• Assists victims and the State during proceedings.
• Uses iCIS check-in and calendar to determine presence of case parties and communicates cases called to Judicial Officer.
• Prepares files for the court, distributes the court calendar, reviews files for missing information and court readiness, contacts parties for missing information.
• Assists with case processing, setting hearings, and providing hearing dates during court proceedings.
• Performs real-time data entry of hearing outcomes into iCIS to update records or initiate court-ordered actions.
• Works with other divisions to provide assistance in emergencies and as scheduled.
• Assists the Judicial Officer and Judicial Assistant with the calendar and other assignments.

Skills

Communication

Attention to detail

Relationship building

Task prioritization

Public interaction

Education

High School diploma or GED

3 years admin experience

Equivalent education substitute

Tools

Microsoft Outlook

Microsoft Word

Excel

iCIS

OnBase

eFile

Multi-line telephone system

Fax machine

Job description

Essential Job Tasks:

(This is not an all-inclusive list of all job duties that may be required; employees will be required to perform other related duties as assigned.)

• Interacts directly with the public, attorneys, case managers, court staff, outside agency staff, court interpreters, MCSO deputies, and court security.
• Prepares the courtroom for hearings, coordinates courtroom actions with the Courtroom Clerk, and manages the courtroom during proceedings, maintaining order and integrity of the court process.
• Prepares e-courtroom equipment (digital FTR recorder, white noise machine, electronic presentation equipment, electronic fingerprint equipment, etc.) for use during hearing; coordinates the use of and runs equipment during hearing and troubleshoots technical issues.
• Assist victims and the State during proceedings.
• Utilizes court system (iCIS) check-in and printed calendar to determine whether case parties are present, obtain additional information needed for court from litigants, and communicate cases called with Judicial Officer.
• Prepares files for the court, distributes the court calendar, reviews files for missing information and court readiness, reviews motions for accuracy and compliance with rules of procedure; contacts parties for missing information.
• Assists with case processing, setting hearings, and providing hearing dates during court proceedings.
• Performs critical data entry of hearing outcomes and results into the court system (iCIS) in real time to maintain updated data, modify existing records, or initiate court-ordered actions.
• Works collaboratively with other divisions to offer assistance in times of need, emergency situations, and as scheduled.
• Assists the Judicial Officer and Judicial Assistant with the calendar & other assignments by request.

Essential Job Tasks:

(This is not an all-inclusive list of all job duties that may be required; employees will be required to perform other related duties as assigned.)

• Interacts directly with the public, attorneys, case managers, court staff, outside agency staff, court interpreters, MCSO deputies, and court security.
• Prepares the courtroom for hearings, coordinates courtroom actions with the Courtroom Clerk, and manages the courtroom during proceedings, maintaining order and integrity of the court process.
• Prepares e-courtroom equipment (digital FTR recorder, white noise machine, electronic presentation equipment, electronic fingerprint equipment, etc.) for use during hearing; coordinates the use of and runs equipment during hearing and troubleshoots technical issues.
• Assist victims and the State during proceedings.
• Utilizes court system (iCIS) check-in and printed calendar to determine whether case parties are present, obtain additional information needed for court from litigants, and communicate cases called with Judicial Officer.
• Prepares files for the court, distributes the court calendar, reviews files for missing information and court readiness, reviews motions for accuracy and compliance with rules of procedure; contacts parties for missing information.
• Assists with case processing, setting hearings, and providing hearing dates during court proceedings.
• Performs critical data entry of hearing outcomes and results into the court system (iCIS) in real time to maintain updated data, modify existing records, or initiate court-ordered actions.
• Works collaboratively with other divisions to offer assistance in times of need, emergency situations, and as scheduled.
• Assists the Judicial Officer and Judicial Assistant with the calendar & other assignments by request.

Position Qualifications:

We recognize your time is valuable, so please apply if you meet the following required qualifications:

Education:

• High School diploma or GED. Experience:
• Three (3) years of progressively responsible administrative experience, preferably in a court or legal environment, or other experience that would demonstrate possession of the required knowledge and abilities
• OR
• An equivalent combination of post-secondary education may substitute on a year-for-year basis.

Our Preferred Candidate Has:

• Bilingual in Spanish/English
• Experience within a courtroom environment; maintaining order and integrity of the court process
• Experience with Microsoft Outlook, Microsoft Word, iCIS, multi-line telephone systems, and copy/fax machine

Knowledge, Skills, And Abilities:

• Legal research methods and techniques
• Court policies, procedures, and operations
• State laws, rules, and regulations

Skill In:

• Effectively and professionally communicating verbally and in writing to convey information effectively and appropriately based on audience, including providing directives to large groups of people
• Utilizing the following programs and equipment: Microsoft Outlook, Word, & Excel; iCIS, OnBase, eFile, multi-line telephone system, copy machine, e-courtroom equipment, and fax machine.
• Critical thinking and evaluating information to determine the best solution

Ability To:

• Perform work tasks with attention to detail
• Establish and maintain effective working relationships with others
• Make sound decisions in accordance with regulations, policies and procedures
• Ability to prioritize tasks and re-prioritize tasks based on importance and time sensitivity

Education Required: Experience:

Background check and fingerprinting will be conducted by the Judicial Branch of Arizona in Maricopa County.

The selected candidate will be working at courthouse and will be going through security daily for work.

Working Conditions:

While performing the duties of this job, the employee may need to communicate clearly, perceive details of objects that are close by, and maintain various physical positions for extended periods, such as sitting, standing, or walking. The job may involve using hands for tasks such as typing, handling objects, or operating tools, as well as reaching with hands and arms. Occasionally, the employee may be required to move or lift objects weighing up to 20 pounds.

Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.