Administrative Assistant to the Court Administrator

Overall Job Objective

Position Description

Assists and supports the Justice Court Administrator, Deputy Court Administrator, and other court managers as necessary by performing administrative duties of a confidential nature in the day-to-day management of court operations, special assignments, and projects as requested. Offers flexibility, attention to detail, and independent problem-solving skills that will allow the Court Administrator the support required to lead the organization. This is a court classified position that reports directly to the Court Administrator. This position has no supervisory responsibilities.

Duties/Responsibilities

Essential Duties:

• Champions the values of the court through example and accountabilities;
• Serves as an office coordinator and professional gatekeeper for the Court Administrator;
• Oversees project management databases, organizes accompanying documents and keeps the Court Administrator advised regarding project status;
• Drafts comprehensive reports;
• Receives, screens and directs multiple incoming communications for Court Administration. Responds to the public, court staff, media, and attorneys regarding requests, inquiries, and complaints via telephone and in-person;
• Coordinates, organizes, and schedules meetings, conferences, receptions, appointments, and travel;
• Responds to sensitive requests for information that may involve confidential matters;
• Communicates with judges, elected officials, court staff, and the public regarding issues related to Court Administration and Justice Court as directed;
• Prepares, proofs, and edits executive correspondence, travel authorizations, and administrative orders and special project materials;
• Coordinates meeting logistics by requesting, collecting, and organizing reports ahead of time, scheduling and setting up meeting venue, and preparing and maintaining meeting minutes;
• Sets up and maintains confidential administrative records and files;
• Orders supplies and maintains inventory;
• Responds to questions and issues, often of a confidential nature, in the absence of the Court Administrator, Deputy Court Administrator, or other court managers;
• Assists court management with special projects;
• Represents the Court at conferences, meetings, and committees as requested;
• Exhibits a high degree of professionalism and decorum at all times.

Additional Duties:

• Assists in the creation of new court forms by assigning and tracking form and procedure numbers; maintains Justice Court forms and procedures; orders forms as requested;
• Serves as the main telephone point of contact for court customers requesting a reasonable accommodation;
• Maintains an inventory of court supplies;
• Assists the Deputy Court Administrator in coordinating the start of a new Justice of Peace or Court Administrator;
• Drafts, edits, and publishes the Courts newsletter;
• Assists Human Resources with scheduling interviews, applicants, testing, and special projects;
• Screens, organizes, and routes incoming mail and correspondence to the appropriate person(s);
• Completes travel arrangements on behalf of administrative staff and prepares reimbursement paperwork for review and approval;
• Reserves county vehicles for administration and court staff;
• Complete duties, special assignments, and projects as assigned.

Minimum Qualifications

A Bachelors Degree in Business Administration, Public Administration, paralegal studies, or a closely related field from an accredited college or university; OR: An Associates Degree in Business Administration, Public Administration, paralegal studies, or a closely related field and two years specialized experience as an administrative assistant; OR A certificate of completion in paralegal or legal assistant studies from an American Bar Association (ABA) approved program at an accredited college or university and two years specialized experience as an administrative assistant.

**Must include a resume and cover letter with your online application.

Supplemental Information

Special Notice Items:
All positions require the satisfactory completion of a background investigation by law enforcement agencies, due to the need for access to law enforcement, corrections, detention, and courts facilities or associated confidential or sensitive information, documents, communications systems, and like materials. Preference may be given to applicants who are Spanish speakers.

A valid AZ driver's license is required at the time of appointment if duties will require court travel reimbursement. The successful applicant will be subject to a 39-month Motor Vehicle Record review to determine the applicants suitability to operate a motor vehicle in accordance with Pima County administrative procedures. Out-of-state applicants must supply a 39-month Motor Vehicle record from their home state pursuant to Pima County Administrative Procedure 30-31 Driver Qualifications and Authorization.

This job description may not be inclusive of all assigned duties and responsibilities. The court reserves the right to amend the duties and responsibilities at any time.