Administrative Assistant

POSITION OVERVIEW

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 (DCE/Clerk) and the Chief Deputy Clerk in the Phoenix Divisional Office

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REPRESENTATIVE DUTIES

• Assist with planning, organizing, and executing all aspects of meetings, conferences, and other events hosted by the court, including space reservations, event setup, AV arrangements, and other logistics.
• Independently and accurately prepares correspondence, presentations, spreadsheets, mailings, and check requests ensuring completion in a timely manner. Starts presentations/reports from conceptual ideas or existing materials for executive review.
• Arranges travel itineraries and necessary accommodations for DCE/Clerk, including airfare, lodging, registration, and related events and activities. Acts as a delegate to obligate funds and process reimbursements for DCE/Clerk.
• Maintains calendar for DCE/Clerk using discretion in scheduling to maintain a reasonably smooth flowing calendar. Advises of schedule changes as needed.
• 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.
• Maintains the Clerk’s Office internal and external websites, including content management and quality assurance.
• Develop standard office procedures.
• Works closely with all court unit executives in the District of Arizona.
• 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.

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.

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.

HOW TO APPLY

Applicants must submit the following:

• Cover letter that supports your work experience as it relates to the position.
• Resume that includes complete work and salary history, and education.
• Two most recent performance evaluations (strongly preferred). Letters of recommendation may be substituted if no evaluation is available.

Go to our web site: https://www.governmentjobs.com/careers/azduscourts to submit an online application, including the items listed above.

Attachments should be submitted only as Microsoft Word or Adobe Acrobat (PDF) documents. Other formats are not acceptable.

Applications will be considered complete when the online application and all required attachments (in proper format) are received by the Human Resources Division. Applications and/or attachments received after the closing date may not be considered.

BENEFITS

Federal benefits include:

• Paid Annual Leave
• Paid Sick Leave
• 11 Paid Holidays

Retirement Benefits to include:

• a defined benefit program (4.4%of gross pay)
• Thrift Savings Plan (TSP), a 401(k)-styled program with a government match of up to 5%

Optional benefits include:

• Health Insurance
• Life Insurance
• Flexible Benefits, which include medical & dependent care reimbursement.

In addition, we offer flexible work schedules and an in-house fitness facility.