Administrative Staff Specialist (Bilingual)

Biogensys; Phoenix (AZ); On-site; USD 42,000 - 56,000; Full time

Job summary

Biogensys is seeking a Court Clerk to directly interact with the public and court staff, prepare courtrooms, and manage hearings using iCIS and related equipment. The role requires attention to detail and strong communication skills to ensure accurate data entry and smooth courtroom operations.

The successful candidate will handle calendar management, assist with case processing, and support judicial staff with hearing scheduling and documentation in real time.

Qualifications

• High School diploma or GED is required.
• Three years of administrative experience, preferably in a court or legal environment.
• Bilingual in Spanish/English preferred.

Responsibilities

• Interact directly with the public, attorneys, case managers, and court staff.
• Prepare the courtroom for hearings and coordinate actions with the Courtroom Clerk.
• Operate e-courtroom equipment and troubleshoot technical issues during hearings.
• Assist victims and the State during proceedings.
• Enter hearing outcomes into the court system (iCIS) in real time.
• Prepare files, calendars, and review motions for accuracy and compliance.

Skills

Verbal communication

Written communication

Attention to detail

Decision making

Prioritization

Public interaction

Team collaboration

Education

High School diploma or GED

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

iCIS

OnBase

eFile

Fax machine

Copy machine

Job description

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 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, 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; contact 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 Required

• High School diploma or GED

Experience Required

• 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 Combined Education and Experience Qualifications:
• 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: Knowledge Of:

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

Skills Required

• 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 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 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, 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; contact 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.

Education Preferred

• High School diploma or GED.

Experience Required

• 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 Combined Education and Experience Qualifications: An equivalent combination of post‑secondary education may substitute on a year‑for‑year basis.

Work Hours

• 8:00 AM - 5:00 PM

Additional Information

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

About Us

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