Probation Administration Assistant

Jobtailor; Phoenix (AZ); On-site; USD 40,000 - 50,000; Full time

Job summary

Jobtailor is seeking an Administrative Support specialist to assist Adult Probation offices in Phoenix. The role includes handling case-related documents, responding to inquiries, and assisting with case workflows using ICIS and Microsoft Office.

The ideal candidate will have a high school diploma or GED, at least two years of clerical experience, and be willing to travel to other area offices. Bilingual skills are a plus, with preference for those experienced in legal environments.

Qualifications

• High school diploma or GED required.
• Two years of general clerical experience; post-secondary education may substitute on a year-for-year basis.
• Valid Arizona driver’s license at time of hire.
• Knowledge of ICIS and Microsoft Office preferred.
• Bilingual Spanish/English preferred.
• Experience in a legal/court environment preferred.

Responsibilities

• Provide administrative support to Adult Probation offices.
• Distribute documents to appropriate sources.
• Respond to inquiries regarding court cases and public/Judicial Branch staff.
• Perform case management duties and review status reports.
• Operate office equipment and maintain records and file storage system.
• Travel to meetings and trainings; may cover other area offices.

Skills

Administrative Support

Case Management

Bilingual Spanish/English

Customer Service

Adaptability

Education

High School Diploma or GED

Tools

ICIS

Microsoft Office Proficiency

Office 365

Word

Excel

Outlook

OneDrive

SharePoint

Job description

• Provide administrative support to various areas of Adult Probation
• Distribute documents to appropriate sources
• Respond to inquiries regarding court cases and answer questions from the public and Judicial Branch staff
• Perform case management functions, including reviewing case status reports and researching cases
• Operate copier, printer, and fax machines
• Maintain files and coordinate the file storage system
• Perform other related duties and special projects as assigned
• Travel to meetings, trainings, and other area offices as needed
• Potentially be reassigned to other Judicial Branch facilities throughout Maricopa County based on departmental needs

Requirements

• High School Diploma or GED
• Two (2) years of general clerical experience
• Post-secondary education may substitute for experience on a year-for-year basis
• Must possess and maintain a valid Arizona Driver’s License at the time of hire
• Knowledge and proficiency with iCIS and Microsoft Office Software preferred
• Bilingual in Spanish/English preferred
• Experience in a legal/court environment preferred
• Willingness to travel and provide coverage at other area offices preferred
• Knowledge of administrative and clerical procedures and systems
• Knowledge of customer and personal service principles and processes
• Knowledge of case-flow management
• Knowledge of Office 365, including Word, Excel, Outlook, OneDrive, and SharePoint
• Typing with minimal errors
• Operation of office equipment, including fax machines, printer/copier, computer terminals, and multi-line telephone systems
• Ability to accurately prepare and maintain records, files, and reports
• Ability to operate computer equipment and use software programs for paperwork, reports, email correspondence, telephone communication, Internet research, and administrative tasks
• Ability to learn department-specific software
• Ability to adjust to changing circumstances, remain flexible, and adapt to changing priorities
• Ability to provide customers with clear verbal or written explanations and directions
• Ability to respond to customer inquiries and requests in a timely and complete manner and resolve issues at the lowest organizational level
• Ability to drive to meetings and trainings
• Successful employment contingent upon passing a thorough background and/or fingerprint check

Core Competencies

Demonstrates proficiency in administrative support functions, including case management and document distribution, while effectively utilizing Microsoft Office and iCIS software. Bilingual in Spanish/English, with a strong understanding of customer service principles and legal environment operations.

Highest-signal resume keywords

• Administrative Support
• Case Management
• Microsoft Office Proficiency
• Bilingual Spanish/English
• Legal/Court Environment Experience

Hard Skills

• Case-Flow Management
• Typing with Minimal Errors
• Office Equipment Operation
• Record Maintenance
• Department-Specific Software Learning

Soft Skills

• Customer Service
• Flexibility and Adaptability
• Clear Communication

Certifications & Qualifications

• High School Diploma or GED
• Valid Arizona Driver’s License

Industry Keywords

• Clerical Experience
• Judicial Branch
• Administrative Procedures
• File Storage System
• Background Check

Tools & Technologies

• ICIS
• Office 365
• Word
• Excel
• Outlook
• OneDrive
• SharePoint