Judicial Administrative Assistant

Pima County; United States; On-site; USD 28,695 - 31,202; Full time

Benefits offered by this job

Retirement plan

Paid vacation and sick leave

Tuition reimbursement

Health, dental, and life insurance

Job summary

Pima County is seeking a highly skilled administrative professional to provide support for a Judge or Commissioner in the Superior Court and Juvenile Court. The role involves managing case flow, reviewing legal documents, and coordinating the court's calendar. Candidates should have a high school diploma and significant administrative experience in a legal environment.

Benefits include retirement plans, paid leave, health insurance, and more. This position offers competitive pay starting at $20.83 hourly.

Qualifications

• Experience in processing legal documents.
• Work in a court system or legal office preferred.
• Ability to prioritize and manage a busy calendar.

Responsibilities

• Manage case flow and court division calendar.
• Prepare and draft legal documents and orders.
• Coordinate appearances of attorneys and experts.

Skills

Legal procedures knowledge

Case flow management

Initiative and independent judgment

Document compliance review

Communication with legal community

Education

High school diploma or GED

Four years administrative experience

Job description

Job Summary

Highly skilled administrative and secretarial support work for a Judge or Commissioner in Superior Court and Juvenile Court. Performs work involving knowledge of legal procedures, principles, forms and terminology.

Hiring Rate: $20.83–$22.65 hourly.

Essential Functions

• Exercises considerable initiative, latitude, and independent judgment with limited supervision, making decisions regarding 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 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, identifying key documents or obtaining additional records or exhibits.
• Reviews all minute entries, under advisement rulings, orders, notices, and other documents to ensure accuracy and verifies that all pertinent hearing dates and results have been entered.
• Prepares, drafts, and finalizes all in chambers orders, notices, and under advisement rulings generated outside the courtroom, as well as correspondence and memoranda.
• Reviews all settlement conference disposition information sheets weekly to determine if trial dates remain or should be rescheduled.
• 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), preparing inactive notices and ensuring overall compliance with court orders.
• Processes all petitions for post‑conviction relief and manages the petition calendar.
• Drafts confidential legal documents, memoranda, forms, and correspondence using a desktop computer.
• Prepares preliminary and final jury instructions and jury verdict forms, if directed by the Judge.
• Maintains chamber files, office files, suspense files for hearings, and division reference publications.
• Prepares and completes travel arrangements and expense reimbursement forms for the Judge or Commissioner.
• 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.
• Four years of progressive administrative and secretarial experience working 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 & Certificates

None required.

Physical Demands & Working Conditions

Typically performs duties in an office environment. May lift materials and/or equipment up to 20 pounds.

Benefits

• Retirement plan (mandatory participation for all eligible employees).
• Paid vacation and sick leave.
• Full‑time paid parental leave.
• Short‑term disability (employer‑paid).
• Tuition reimbursement.
• Health, dental, and life insurance.
• Flexible spending accounts.
• Wellness discount program.
• Mental and behavioral health benefits.
• Paid training with advancement opportunities.