Clinical Coordinator Administrative Assistant

Pima County; United States; On-site; USD 35,000 - 55,000; Full time

Benefits offered by this job

Health insurance

Retirement plans

Flexible work schedule

Professional advancement opportunities

Job summary

Pima County is looking for an Administrative Support Specialist to perform a variety of administrative tasks including case management functions, legal document preparation, and compliance with court regulations. The role requires coordination of evaluation appointments and accurate record-keeping of legal processes.

The ideal candidate should have a high school diploma and four years of relevant experience, preferably in a legal or professional office setting. A comprehensive benefits package is provided including health insurance and retirement plans.

Qualifications

• Four years of administrative support/clerical experience in a professional office environment.
• Preferred experience processing legal forms in a legal office.
• Familiarity with Arizona Supreme Court Rule 11 proceedings.

Responsibilities

• Coordinate scheduling of competency evaluation appointments.
• Monitor reports turned into the Court prior to hearing.
• Compile collateral information for evaluations ordered.

Skills

Knowledge of legal documents

Effective communication

Clerical skills

Microsoft Office 365

Education

High school diploma or equivalent GED

Job description

Job Description Summary

Responsible for performing a wide range of administrative and case management functions, including scheduling evaluation appointments and related hearings, maintaining accurate case tracking, collecting and organizing collateral documentation, and managing database entries and billing processes. Performs a variety of administrative tasks related to Supreme Court Rule 11 or other mental health proceedings including Guilty Except Insane (GEI), Sexually Violent Persons (SVP), IQ in death penalty cases and Mental Health Court (MHC). Ensures all tasks are completed in compliance with court calendars, rules, and statutory deadlines.

Minimum Qualifications

• A high school diploma or equivalent GED certificate and four years of administrative support/clerical work experience and/or data entry experience in a professional office environment; or any equivalent amount of experience, training and/or education approved by Human Resources.
• Preference given to those with work experience processing legal forms in a legal office environment.
• Familiarity with Arizona Supreme Court Rule 11 proceedings, restoration program functions, experience working closely with psychologists/psychiatrists, and understanding of basic psychiatric and psychopharmacologic terminology is preferred.

Essential Duties & Functions

• Coordinate scheduling of competency, GEI, SVP, and other evaluation appointments for defendants.
• Monitor reports turned into the Court in time for review by all parties prior to hearing.
• Compile collateral information for various evaluations ordered for doctor review and distribute collateral information to programs when defendants are ordered into restoration.
• Maintain automated files to track evaluations, including SVP and defendants charged with capital offenses undergoing IQ testing as well as GEI evaluations and other miscellaneous evaluations ordered by the Court.
• Coordinate, schedule, and expedite evaluations of defendants for court‑ordered treatment at Arizona State Hospital under GEI or SVP proceedings.
• Prepare hearing notices, evaluation notices, correspondence, memorandums, reports and other legal documents.
• Prepare digital collateral information for submission to doctors or programs treating defendants at court order.
• Review case files to ensure completeness of records, contact appropriate agencies or parties to verify information and obtain missing documents, and review evaluations submitted to the court for proper format and correct identification.
• Create and maintain new records and client files and input/retrieve information using software systems.
• Process invoices, forms and other documents related to evaluations ordered and subsequent court proceedings.
• Create certificates and issue diplomas for Mental Health Court (MHC).
• Assist the Clinical Coordinator in maintaining files for defendants in MHC, including hard‑copy tracking, and in maintaining tracking of MHC defendants in coordination with MHC State standards.
• Order supplies and keep office equipment maintained for optimal productivity.
• Provide reliable and predictable attendance, adhering to the work schedule and being consistently available to judges, court and Pima County staff, and external customers.
• Assist the Clinical Coordinator in preparation of training materials and logistics to implement training for agencies and behavioral health providers.
• Assist with resolution of case‑management issues with follow‑up telephone calls and documentation.
• Perform related duties and projects as assigned.

Knowledge, Skills, and Abilities

• Knowledge of general office procedures in a professional office environment, legal documents, record keeping, filing and retention practices.
• Knowledge of appropriate business language and accurate use of punctuation, grammar and spelling.
• Skill in preparing legal forms, documents, correspondence and setting priorities in the processing of legal documents and daily work schedule.
• Schol: ability to use office equipment and software including Microsoft Office 365, scanner, photocopier, and a calculator.
• Clerical skills including proofreading, data entry, typing and editing documents, filing, and purging documents.
• Effective communication with wide range of internal and external court customers.
• Ability to manage a considerable level of detail and observe strict timelines for task completion.

Benefits

Pima County offers a comprehensive benefits package including competitive salaries, health insurance coverage, and retirement plans. Employees receive a flexible work schedule, a generous family leave policy, wellness programs, and opportunities for professional advancement through training, workshops, and educational reimbursement programs.