Committee and Records Specialist III (Job 2404)

JOB TITLE:
Committee and Records Specialist III

JOB #:
2404

DIVISION:
Certification and Licensing

HIRING SALARY:
$45,030.00 annualized ($21.65 hourly)

FIRST REVIEW DATE:
November 10, 2020

CLOSING DATE:
All positions are open until filled.

POSITION SUMMARY:
This position serves as staff to multiple boards and committees. This position also prepares legal pleadings and Orders associated with licensure/certification and complaint and disciplinary proceedings as necessary and maintains records for cases before boards and committees. In addition, this individual completes intake, processing and responds to public record requests in conjunction with management oversight. Also monitors Division webpages, assists in maintenance and recommends updates as appropriate.

Some of the duties of the Committee and Records Specialist III include assisting management in staffing multiple boards and committees; gathering materials for board and committee agendas and organizing and finalizing same for posting to board and committee secure sites as well as public sites; attendance at all board and committee meetings; providing procedural assistance to the Committee chair; drafting notices and Orders for the Chairs review and signature; and coordinating with appropriate staff for filing and distribution of the Orders; assists with the preparation of board and committee minutes. In addition, the Specialist performs case management tasks associated with licensure/certification and complaint and disciplinary matters processed through boards and committees including the tracking and maintenance of statistics as appropriate for all cases reviewed by boards and committees and coordinates with Division staff and/or management as appropriate to ensure timely case processing. Monitors board and committee membership terms and prepares appointment and expiration/end-of-term packets for management review and processes same according to AOC guidelines. Responds to requests for public access to records; works with staff from other Units to identify the record needed, reviews record to perform redacting for final review by Division management, in compliance with court rules; applies the provisions of the court rules, policies and procedures for replying to public record requests. The Specialist also assists Division management by performing application intake, tracking and performing background checks on Initial and Renewal Certification applicants for the various Division programs. Monitors Division webpages, assists in maintenance and recommends updates as appropriate.

MINIMUM REQUIREMENTS:
Bachelors Degree and at least two years of related experience including experience drafting legal pleadings, orders and reports. Directly related experience may substitute for the educational requirements. Excellent organizational skills with the demonstrated ability to organize and prioritize a high-volume workload, managing multiple projects simultaneously while adhering to tight time frames and ensuring accuracy and attention to detail. In addition, this position requires the ability to work under limited supervision in a team based setting and adapt to changes in responsibilities, duties and procedures; the ability to understand and apply court rules, policies and procedures and applicable laws; the ability to understand and preserve the confidentiality and security of files, records, documents and information and to apply court rules in responding to public records requests; and the ability to draft motions and pleadings and other legal documents and to organize and maintain legal files. Also, this position requires excellent oral and written communication skills, with demonstrated expertise in communicating diplomatically and effectively with diverse and sometimes conflicting parties, committee members, judicial officers, staff and the public; utilizing professional judgment and maintaining neutrality in handling cases.

The preferred candidate will have experience working with volunteer members of a committee or board and/or experience with case management systems and processes for timely processing of cases.

Travel level: None

SELECTION PROCESS:
Applicants must be currently authorized to work in the United States on a full-time basis. Some positions may take 4-6 weeks to fill. Only applicants whose backgrounds meet the needs of the position may be invited to interview. Requests for a special accommodation to participate in the interview process should be made at the time you are contacted to schedule an interview. The Selection Process may include first and/or second round panel interviews. This is a Regular, Full-time, non-exempt level position. This position is open for internal and external recruitment.

The Arizona Supreme Court is an EOE/ADA Reasonable Accommodation Employer