Judicial Administrative Assistant

Pima County; Tucson (AZ); On-site; USD 28,695 - 31,202; Full time

Benefits offered by this job

Retirement Plan

Paid parental leave

Health and wellness discount program

Tuition reimbursement

Job summary

Pima County is seeking an experienced administrative professional to support court operations in Tucson, Arizona. The role involves managing case flow, coordinating with legal personnel, and ensuring compliance with court procedures.

The ideal candidate will possess a high school diploma and at least four years of relevant administrative experience. The position offers a competitive hourly rate of $20.83–$22.65, along with a robust benefits package including retirement plan and paid parental leave.

Qualifications

• Four years of progressive administrative and secretarial experience in a court system or legal office.
• Ability to process legal documents efficiently.
• Strong communication skills for liaising with legal community and court staff.

Responsibilities

• Manage case flow for the division and handle requests for hearings.
• Serve as a judicial liaison, answering calls and directing inquiries.
• Review and organize legal documents for court compliance.

Skills

Administrative experience

Communication skills

Judicial understanding

Research skills

Education

High school diploma or GED

Job description

Job Description Summary

Qualified applications received will be placed on an applicant register for up to 3 months. Applications are reviewed as needed and candidates will be notified by phone or email if they are being considered for an interview. The application will expire after 3 months.

Essential Functions

• Exercises considerable initiative, latitude and independent judgment, with limited supervision, making decisions in regard to case flow management for the division, such as requests to calendar and/or vacate hearings or trials and calendar additions.
• Serves as the judicial liaison for the division by answering, directing and responding to incoming calls from the legal community, the public and court staff.
• Performs research necessary to answer inquiries or resolve problems and/or complaints.
• Reviews incoming documents, mail and pleadings to ensure compliance with court rules, local rules, Rules of Criminal and Civil Procedure and Arizona Revised Statutes.
• Sets priorities for incoming documents and requests from the Judge or Commissioner, court staff, legal community and/or the public.
• Monitors, coordinates and manages the division's calendar by entering data into an automated or manual division calendar from minute entries, court documents and pleadings.
• Assigns hearing dates and trials for the division and enters hearing dates and trials into the court's automated tracking system.
• Coordinates the division calendar with the calendar of others.
• Organizes and verifies that legal files are prepared for the Judge or Commissioner's court calendar, which may include identifying key documents or obtaining additional records or exhibits.
• Reviews all minute entries, under advisement rulings, orders, notices and other documents to ensure accuracy in the proceeding or document and verifies that all pertinent hearing dates and results have been entered into the court's tracking system.
• Prepares, drafts and finalizes all in chambers orders, notices and under advisement rulings generated outside of the courtroom setting, as well as correspondence and memoranda.
• Reviews all settlement conference disposition information sheets on a weekly basis to determine if trial dates presently scheduled should remain or be rescheduled based on a calendar conflict.
• Schedules and coordinates the appearance of attorneys, interpreters, reporters and/or professional experts as needed.
• Schedules and maintains the division calendar of non-trial related events.
• Conducts periodic in chamber reviews of inactive files for future hearing dates, fiduciary compliance (probate only), for preparing inactive notices and for overall compliance with court orders.
• Processes all petitions for post-conviction relief and the ongoing management of the petition calendar.
• Drafts confidential legal documents, memoranda, forms and correspondence using a desktop computer.
• Prepares preliminary and final jury instructions and the jury verdict forms if directed by the Judge.
• Maintains chamber files for cases assigned to the division, maintains office files, suspense files for hearings and division reference publications.
• Prepares and completes travel arrangements and forms for the Judge or Commissioner and submits necessary forms for reimbursement of expenses.
• Prepares annual financial disclosure statements for signature and distribution.
• Takes and transcribes dictation.
• Explains and monitors compliance with rules and procedures for the court.

Minimum Qualifications

A high school diploma or equivalent GED certificate and four years of progressive administrative and secretarial experience in a court system or legal office environment processing legal documents, or an equivalent combination of education and experience. Relevant administrative experience may substitute for up to two years of secretarial/clerical experience; relevant education may substitute on a one‑for‑one basis for up to two years of experience.

Licenses And Certificates

None required.

Physical Demands/Working Conditions

Typically performs duties in an office environment and may lift materials and/or equipment 20 lbs or less.

Benefits

• Retirement Plan
• Vacation, holidays, and sick leave
• 100% paid parental leave
• Employer‑paid short‑term disability
• Tuition reimbursement
• Health and wellness discount program
• Mental and behavioral health benefits
• Paid training with advancement opportunities
• 56 hours of sick time accrued yearly with possible rollover to vacation time

Hiring Rate

$20.83–$22.65 hourly.