Administrative Assistant

Summary The Administrative Assistant position is located in the District Clerk's Office. The Administrative Assistant performs clerical and administrative support services for the District Court Executive/Clerk of Court and the Chief Deputy Clerk in the Phoenix Divisional Office. Responsibilities REPRESENTATIVE DUTIES Coordinates conferences and meetings, including arranging for meeting space, transportation, meals, security, etc. Assists in the preparation of the agenda. Prepares frequent confidential or highly complex communication for the DCE/Clerk of Court. Maintains the DCE/Clerk of Court's calendar, arranges meetings or other events, including notification to participants and logistical coordination. Arranges travel and lodging and prepares travel payment vouchers in accordance with existing policies and regulations. Coordinates judicial investiture ceremonies and other official events in the Phoenix division. Coordinates all visiting judge activities including scheduling, courtroom assignment, etc. Receives, screens, and refers telephone calls and personal visitors. Receives, screens, and routes mail to appropriate persons or offices. Answers routine inquiries while aiding the public and maintaining the confidentiality of sensitive matters. Responds to inquiries from judges and their staff, other court support units, other courts, members of the bar, and the media. Prepares documents, correspondence, and reports. Assists with administrative functions of the office. Maintains and updates the Clerk's Office website. Updates the Phoenix division's Occupant Emergency Plan (OEP)and Continuity of Operations Plan (COOP). Develops standard office procedures. Works closely with all court unit executives in the District of Arizona. Coordinates all general activities in the immediate office. Serves as liaison to the General Service Administration building manager's office for physical needs of the office. Coordinates court reporter and interpreter scheduling and assignments as necessary. Communicates daily with the judges of this Court. Participates in special projects related to administrative service functions. Performs other duties as assigned. Requirements Conditions of Employment BACKGROUND INVESTIGATION OR CLEARANCE SPECIAL REQUIREMENTS: DRUG TESTING Qualifications MINIMUM QUALIFICATIONS Applicants must be a high school graduate or equivalent and possess two years of general experience. Applicants must also possess at least one year of specialized experience at the CL 25 or equivalent. General experience is defined as progressively responsible clerical, office, or other work that indicates the possession of, or the ability to acquire, the particular knowledge and skills needed to perform the duties of the position. Specialized experience is defined as progressively responsible clerical or administrative experience that provided knowledge of the rules, regulations, procedures involving use of automated case management systems resources systems use of specialized terminology, and demonstrated ability to apply a body of rules, regulations, directives, or laws. Such experience is commonly encountered in law firms, legal counsel offices, banking and credit firms, educational institutions, social service organizations, insurance companies, real estate and title offices, and corporate headquarters of personnel/payroll operations. TECHNICAL QUALIFICATIONS: PREFERRED QUALIFICATIONS Preference given to applicants with a bachelor's degree. A successful applicant should be highly organized and possess good judgment, initiative, and maintain a professional appearance and demeanor. Time management skills, accuracy, and attention to detail are exceptionally important. Must be able to balance the demands of varying workload responsibilities and deadlines. Familiarity with Adobe and Microsoft Office Suite such as Word and Excel. Familiarity with Microsoft Outlook is helpful. Education EDUCATION: High school diploma or equivalent. Additional Information This job is being filled by an alternative hiring process and is not in the competitive civil service.