Administrative Assistant III - Arizona Court of Appeals

Position: Administrative Assistant III Salary: $40,788/year ($19.6096/hour)

First Review Date: Monday, May 20, 2024 Position open until filled

Position Summary

Do you enjoy varied duties and the challenge of providing support to multiple people? Do you have an interest in the legal field or experience in a court environment? This may be the position for you. The Court of Appeals, Division One is seeking a full-time administrative assistant. The position will be responsible for maintaining the filing of court case files, and retrieving files as needed. This position will also be responsible for administrative filing, creation of reports, scheduling meetings, tracking training requirements, tracking technical inventory, maintaining user accounts and licenses and assisting with website maintenance. Additionally, this position is a back-up for making deposits.

The ideal candidate will have strong attention to detail, experience with MS Office applications, a high degree of comfort with computer applications, administrative experience, strong communication skills and the ability to work well as part of a team in a busy professional environment.

Apply
Applicants must include both of the following. Applications not including both items will be considered incomplete.

• Cover Letter/Letter of Interest
• Resume

Please click here to submit your application Court of Appeals, Division One Job Postings

Benefits

The court offers an excellent benefits package that includes a choice of plans for optional medical, dental, and vision insurance, deferred compensation, flexible spending accounts, life insurance, long and short-term disability, discounted bus fares and an employee assistance program. Participation in the Arizona State Retirement System (ASRS) is required. In addition, the court’s leave policy includes ten paid holidays and annual accrual of vacation and sick leave, based on length of service.

Selection Process

This position is open for both internal and external recruitment, and only applicants whose background most closely meets the requirements of the position may be invited to interview. This is a regular, full-time, non-exempt position. Applicants must be currently authorized to work in the United States on a full-time basis. Requests for 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 interview panels.

Minimum Education and Experience Requirements

• High school diploma or equivalent.
• Three years administrative experience.

Required Knowledge, Skills, and Abilities

• Experience and working knowledge with word processing, desktop publishing, spreadsheets, graphics programs, databases, including Microsoft products.
• Good understanding of financial information such as budgets, invoices, and purchase requisitions.
• Working knowledge of confidential file organization and maintenance; ability to maintain complex records.
• Excellent written and verbal communication skills.
• Effective organizational and time management skills.
• A proactive approach to problem-solving with strong decision-making skills.
• Typing and 10-key by touch.
• Must be able to meet deadlines in a quickly changing environment.
• Ability to work well as part of a team.
• Ability to take direction from multiple people.
• Ability to work effectively with judges, court staff and the public.
• Ability to handle logistical planning independently.
• Ability to organize a daily workload by priorities.

Preferred Education and Experience

• College coursework.
• Four or more years of administrative experience.

Preferred Knowledge, Skills, and Abilities

• Working knowledge of Web Expressions software.
• Data entry experience.
• Ability to understand and interpret rules, policies, procedures, and functions.
• Prior court or legal experience.
• Prior inventory experience.

Physical Requirements and Equipment Operations

• Ability to operate office equipment, including personal computer, fax machine, and duplication equipment.
• Ability to read, scan, complete, analyze a variety of forms on a regular basis.
• Ability to operate audiovisual equipment.
• Ability to interact verbally using the telephone.
• Ability to lift up to 25 pounds.

Essential Functions

• Maintains case files in an orderly chronological manner.
• Checks case files in and out as they are used by others in the court and the general public.
• Handles confidential information appropriately.
• Handles office tasks, such as filing, generating reports and presentations, drafting correspondence and reordering supplies.
• Provides real-time scheduling support by booking appointments and preventing conflicts.
• Assists with user account maintenance for online accounts serving the court.
• Assists with software testing including logistics associated with setting up software tests.
• Assists with collecting and tracking statistical information for the court.
• Assists with creating PowerPoint presentations.
• Sets up meeting room accommodations for small and large groups, including room reservations, room set-up, occasionally ordering meals, sign-in sheets, name tags or tents, meeting cleanup.
• Acts as a liaison on ensuring outgoing mail is handled smoothly.
• Assists in tracking inventory.
• Assists in administrative filing.
• Handles large copy jobs.
• Operates a paper shredder and shreds documents.
• Scans documents and files them electronically.
• Maintains polite and professional communication in person as well as through phone, and e-mail.
• Assists in entering information regarding educational requirements (COJET) for all staff at the court.
• Makes travel arrangements as requested.
• Assists in website design and maintenance.
• Provides back up coverage for depositing money.
• Provides back up coverage for accounts payable tasks.
• Performs other job duties as assigned.

The essential functions, knowledge, skills and abilities and work environment characteristics described here are representative of the general nature and level of work an employee encounters while performing the essential functions of this position. They are not intended to be an exhaustive list of all required responsibilities, duties, and skills. Other similar duties may be added, or the description amended at any time.

The Court of Appeals, Division One is an Equal Employment Opportunity/Reasonable Accommodation Employer. Everyone is encouraged to apply and compete for jobs. If you require assistance at any stage of the application/exam process due to an accessibility issue, please contact the Human Resources Department by phone at (602) 452-6708.