Judicial Assistant - Superior Court - (1026)

COCONINO COUNTY, AZ; Flagstaff (AZ); On-site; USD 60,000 - 66,000; Full time

Job summary

Coconino County Superior Court seeks a highly organized administrative assistant to serve as a personal assistant to an elected official. The role emphasizes caseflow management, calendar maintenance, and precise communication with judges, attorneys, and court staff.

Key duties include prioritizing cases, notifying stakeholders of status, preparing court materials, and coordinating travel and mail handling.

Qualifications

• Three years' experience as a legal secretary, OR; any combination of education, training, and experience that demonstrates the ability to perform the duties of the position.
• Knowledge of Rules of Criminal and Civil Procedure and Arizona statutes affecting court functions.
• Ability to communicate effectively in professional, confidential, and courteous manner, verbally and in writing.

Responsibilities

• Performs case management functions including prioritizing and scheduling cases and notifying judges and attorneys of current status of cases
• Facilitates case flow management with accuracy, completeness and adherence to court and legal procedures
• Prepares, updates, distributes, and manages the court's calendar in hard copy and computerized form, including an internet version published on the County website
• Ensures that attorneys, litigants, court staff and involved parties are present and prepared to commence hearings
• Responds to inquiries from citizens, attorneys, judges, and various concerned parties and directs callers to the proper person or agency
• Picks up, delivers, screens, routes, and responds, as directed, to mail for the division
• Researches statistical and clean-up reports to facilitate case management
• Makes travel arrangements, processes travel claims, and reconciliation statements through the Works program
• Serves as a liaison to all other court support units on behalf of the Judge
• May supervise support staff

Skills

Secretarial skills

Case management

Communication

Calendar management

Tools

AJACS

JOLTS

CMS

WordPerfect

Microsoft Word

Job description

Under general supervision performs administrative and secretarial work of considerable difficulty in Superior Court to facilitate case flow management; performs related work as assigned. As a personal assistant to an elected official, incumbents in this position serve at the pleasure of, and report directly to, their respective Appointing Authority. The employment relationship of incumbents in this position is "at will" and the employee can be terminated at any time, for any reason, with or without cause.

Please note: The hiring range for this position is determined by experience and qualifications.

Typical hiring range is $60,268.21 – $66,294.80

Full earning capacity range is $60,268.21 - $87,604.19

(Illustrative Only)

• Performs case management functions including prioritizing and scheduling cases and notifying judges and attorneys of current status of cases
• Facilitates case flow management with accuracy, completeness and adherence to court and legal procedures
• Prepares, updates, distributes, and manages the court's calendar in hard copy and computerized form, including an internet version published on the County website
• Ensures that attorneys, litigants, court staff and involved parties are present and prepared to commence hearings
• Responds to inquiries from citizens, attorneys, judges, and various concerned parties and directs callers to the proper person or agency
• Picks up, delivers, screens, routes, and responds, as directed, to mail for the division
• Assesses potential security problems and notifies appropriate personnel
• Prepares, distributes and dockets to the court's database (AJACS), when appropriate, various correspondence and official documents, including judge's rulings, notices, jury instructions, and memoranda
• Requests juries for trials in a timely manner
• Prepares notebooks for jurors, assists in preparation of questionnaires, preliminary instructions, final instructions, letters to employers, and cancels jury requests when appropriate
• Researches statistical and clean-up reports to facilitate case management
• Arranges for meetings and conferences by notifying participants, preparing and distributing agendas and accompanying materials, and assists with follow‑up of decision items
• Makes travel arrangements, processes travel claims, and reconciliation statements through the Works program
• Performs wide range of duties directly related to implementation of division's special assignment
• Serves as a liaison to all other court support units on behalf of the Judge
• May supervise support staff

Essential functions of this position include but are not limited to: walking; sitting; lifting and carrying (1-50 lbs) of files supplies and mail; pushing/pulling carts, doors, filing cabinets (1-50 lbs); climbing stairs; working with interruptions; repetitive motion (hand, wrist, elbow and shoulder) for telephone, typing filing etc.; vision acuity (near and far) for writing, typing and dealing with staff and the public; hearing and speech for ordinary conversation; finger dexterity for typing, writing, filing etc

Three years' experience as a legal secretary, OR; any combination of education, training, and experience that demonstrates the ability to perform the duties of the position.

Preferred qualifications

1. Legal Administrative Experience
2. Court Experience
3. Other Administrative Experience
4. Office Management Experience/Skills

An ideal candidate is a highly organized, discreet, and proactive professional who manages complex calendars, caseflow, and communications with accuracy and professionalism. They demonstrate strong judgment, exceptional attention to detail, and the ability to support the judge and courtroom operations efficiently and respectfully.

This position is At-Will.

This position is exempt from overtime.

Note: Individuals in exempt classifications as part‑time employees may be classified as non‑exempt per FLSA law regarding minimum weekly salary requirements.

Considerable knowledge of:

• Rules of Criminal and Civil Procedure and A.R.S. statutes affecting court functions
• Arizona Code of Judicial Conduct and Arizona Code of Conduct for Judicial Employees
• Time limits governing pleadings, hearings, and legal filings
• Court procedures, legal terminology and legal documents
• Business English, spelling and grammar
• Standard office practices

Skill in:

• Recognizing and maintaining the need for confidentiality in work assignments
• Use of personal computers and word processing software including AJACS, JOLTS, CMS, WordPerfect, and Microsoft Word

Ability to:

• Effectively manage conflicting priorities and stressful situations
• Work independently and make sound decisions in accordance with established guidelines
• Adapt to and integrate new computer programs into daily duties
• Work safely and support the culture of workplace safety
• Establish and maintain effective working relationships with judges, attorneys, other agencies, the public, and the media
• Prepare and maintain complex reports and records
• Follow written and verbal instructions
• Communicate effectively in a professional, confidential, and courteous manner, verbally and in writing

Coconino County is an Equal Opportunity Employer.

AmeriCorps, Peace Corps and other national service alumni are encouraged to apply.