Pima County
Job Title
Performs administrative duties and clerical functions in support of providing services to clients of conciliation court, support for the conciliation court management team, and for the professional staff. Performs tasks which include providing forms and procedural information, preparation and distribution of legal documents and correspondence, scheduling appointments, and the coordination of services to clients. This is a classified position that reports to the Administrative Supervisor II-Courts in Conciliation Court. This position performs duties under general supervision and has no supervisory responsibilities. Hiring Range: $18.89 - $20.54 Essential Functions: Coordinates the distribution of court orders, issued under the signature of the Family Law Presiding Judge, to clients, attorneys, and to the Office of the Clerk of Superior Court. Greets the public and clients who come to the office, responds to questions, requests for forms, pamphlets, and responds to incoming telephone calls from clients, the legal community, community agencies, court staff, and the public. Responds to telephone requests from judges to establish calendar appointments, vacate division appointments, reschedule cases, and schedules clinicians to cases. Uses software to make scheduling arrangements with the judges. Provides administrative and clerical support to the division's professional staff, such as preparing court order documents, updating automated and manual files, preparing correspondence from notes, and handling information that is confidential in nature. Monitors the division's calendar and daily processes calendar transactions by entering data into the automated calendars. Verifies the completeness and accuracy of data input and distributes a final copy of calendars to the management team and professional staff. Provides administrative support to the parent education program by registering clients, scheduling clients for education sessions, verifying client attendance, preparing certificates of completion, preparing notices of attendance or non-attendance, and forwarding certificates of completion to the court file. Reviews incoming court orders and filings for related conciliation court services and researches the status of cases, schedules appointments with clinical staff, and updates a database to allow for tracking by the director and office supervisor. Monitors cases for time sensitive information to prepare legal documents and correspondence to ensure legal requirements and deadlines are met at the opening and closing of cases. Performs research and case file reviews, including inactive cases, when necessary to respond to inquiries regarding legal references, calendar events, status of services, and/or solving problems. Compiles and enters statistical data and case information concerning department operations. Performs research and case file review, when necessary, to respond to inquiries from clients, attorneys, management, and/or division staff. Schedules and coordinates the appearance of language interpreters, as needed; and prepares letters to clients confirming scheduled appointments. Reliable and predictable attendance is considered essential for this position. The support team needs to be consistently available to Conciliation Court clients and professional staff. Delivers and retrieves court documents and related files at various court locations. Records and distributes minutes of department meetings, assists with various office projects, training, and office sponsored presentations. Monitors and maintains the inventory of office supplies and forms. Ensures office equipment is maintained and reports malfunctioning equipment. Files and purges records, reports, and various documents as required. Assists in the general upkeep of the office appearance, including the reception workspace and reports maintenance related issues to the supervisor. May perform other related projects and duties as assigned Minimum Qualifications: Three (3) years of experience performing secretarial or administrative tasks providing support to a department, specialized program, or small business. (Relevant experience and/or education from an accredited college or university may be substituted.) OR: One year with Pima County in an Administrative Assistant II position. Knowledge, Skills, and Abilities: Must have a general knowledge of practices and protocols typically used in a professional office environment. Must have the knowledge of Microsoft software such as Word, Outlook, Excel, Forms and Teams. Must have knowledge of business English and the accurate use of punctuation, grammar, and spelling. Must have skills in data entry, preparing correspondence, proofreading and editing documents, filing and purging documents, and setting priorities in the processing of assigned work. Must have the ability to exercise good judgment when interacting with clients, coworkers, judges, and making decisions that represent the court. Must have the ability to communicate effectively with a wide variety of superior court employees, judges, judicial staff, court leadership, clients, community agencies, and the general public. Licenses and Certificates: None required. Special Notice Items: Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies, due to the need for access to County Attorney and Court facilities, records, and communication systems. Physical/Sensory Items: Essential physical demands include walking in downtown area between buildings at least once a day in most weather conditions to include extreme heat, cold and rain; lifting and carrying weighted materials (up to 30 lbs), and delivering them between offices on foot. Other work is performed in office setting requiring ability to speak, hear, sit, multitask while sharing space and having distractions, and ability to operate standard office equipment and keyboards and lifts up to 30 lbs. Benefits: We offer exceptional benefits: Retirement Plan Vacation, holidays, and sick leave 100% paid parental leave Employer-paid Short -term Disability Tuition Reimbursement Health Wellness discount program Mental and Behavioral Health Benefits Paid Training with Advancement Opportunities Upon yearly anniversary, 56 hours of sick time accrued, less usage, may be rolled over to vacation time. The Arizona Superior Court in Pima County and the Pima County Juvenile Court Center offer the same benefits as those offered to other employees working for Pima County. We offer a competitive benefits package to benefits eligible employees, which includes medical, dental, life insurance, flexible spending accounts, paid vacation and sick leave. Some benefits require contributions by employees in addition to contributions made by the employer. Please see the link below for a complete description of the offerings. Retirement Plan participation is mandatory for all eligible employees to include a mandatory pre-tax pay deduction. Current rates can be viewed here: Full-time employees of government organizations may be able to receive student loan forgiveness under the Public Service Loan Forgiveness Program. For more information click Student Loan Forgiveness | Federal Student Aid.
Performs administrative duties and clerical functions in support of providing services to clients of conciliation court, support for the conciliation court management team, and for the professional staff. Performs tasks which include providing forms and procedural information, preparation and distribution of legal documents and correspondence, scheduling appointments, and the coordination of services to clients. This is a classified position that reports to the Administrative Supervisor II-Courts in Conciliation Court. This position performs duties under general supervision and has no supervisory responsibilities. Hiring Range: $18.89 - $20.54 Essential Functions: Coordinates the distribution of court orders, issued under the signature of the Family Law Presiding Judge, to clients, attorneys, and to the Office of the Clerk of Superior Court. Greets the public and clients who come to the office, responds to questions, requests for forms, pamphlets, and responds to incoming telephone calls from clients, the legal community, community agencies, court staff, and the public. Responds to telephone requests from judges to establish calendar appointments, vacate division appointments, reschedule cases, and schedules clinicians to cases. Uses software to make scheduling arrangements with the judges. Provides administrative and clerical support to the division's professional staff, such as preparing court order documents, updating automated and manual files, preparing correspondence from notes, and handling information that is confidential in nature. Monitors the division's calendar and daily processes calendar transactions by entering data into the automated calendars. Verifies the completeness and accuracy of data input and distributes a final copy of calendars to the management team and professional staff. Provides administrative support to the parent education program by registering clients, scheduling clients for education sessions, verifying client attendance, preparing certificates of completion, preparing notices of attendance or non-attendance, and forwarding certificates of completion to the court file. Reviews incoming court orders and filings for related conciliation court services and researches the status of cases, schedules appointments with clinical staff, and updates a database to allow for tracking by the director and office supervisor. Monitors cases for time sensitive information to prepare legal documents and correspondence to ensure legal requirements and deadlines are met at the opening and closing of cases. Performs research and case file reviews, including inactive cases, when necessary to respond to inquiries regarding legal references, calendar events, status of services, and/or solving problems. Compiles and enters statistical data and case information concerning department operations. Performs research and case file review, when necessary, to respond to inquiries from clients, attorneys, management, and/or division staff. Schedules and coordinates the appearance of language interpreters, as needed; and prepares letters to clients confirming scheduled appointments. Reliable and predictable attendance is considered essential for this position. The support team needs to be consistently available to Conciliation Court clients and professional staff. Delivers and retrieves court documents and related files at various court locations. Records and distributes minutes of department meetings, assists with various office projects, training, and office sponsored presentations. Monitors and maintains the inventory of office supplies and forms. Ensures office equipment is maintained and reports malfunctioning equipment. Files and purges records, reports, and various documents as required. Assists in the general upkeep of the office appearance, including the reception workspace and reports maintenance related issues to the supervisor. May perform other related projects and duties as assigned Minimum Qualifications: Three (3) years of experience performing secretarial or administrative tasks providing support to a department, specialized program, or small business. (Relevant experience and/or education from an accredited college or university may be substituted.) OR: One year with Pima County in an Administrative Assistant II position. Knowledge, Skills, and Abilities: Must have a general knowledge of practices and protocols typically used in a professional office environment. Must have the knowledge of Microsoft software such as Word, Outlook, Excel, Forms and Teams. Must have knowledge of business English and the accurate use of punctuation, grammar, and spelling. Must have skills in data entry, preparing correspondence, proofreading and editing documents, filing and purging documents, and setting priorities in the processing of assigned work. Must have the ability to exercise good judgment when interacting with clients, coworkers, judges, and making decisions that represent the court. Must have the ability to communicate effectively with a wide variety of superior court employees, judges, judicial staff, court leadership, clients, community agencies, and the general public. Licenses and Certificates: None required. Special Notice Items: Some positions may require satisfactory completion of a personal background investigation by the court or law enforcement agencies, due to the need for access to County Attorney and Court facilities, records, and communication systems. Physical/Sensory Items: Essential physical demands include walking in downtown area between buildings at least once a day in most weather conditions to include extreme heat, cold and rain; lifting and carrying weighted materials (up to 30 lbs), and delivering them between offices on foot. Other work is performed in office setting requiring ability to speak, hear, sit, multitask while sharing space and having distractions, and ability to operate standard office equipment and keyboards and lifts up to 30 lbs. Benefits: We offer exceptional benefits: Retirement Plan Vacation, holidays, and sick leave 100% paid parental leave Employer-paid Short -term Disability Tuition Reimbursement Health Wellness discount program Mental and Behavioral Health Benefits Paid Training with Advancement Opportunities Upon yearly anniversary, 56 hours of sick time accrued, less usage, may be rolled over to vacation time. The Arizona Superior Court in Pima County and the Pima County Juvenile Court Center offer the same benefits as those offered to other employees working for Pima County. We offer a competitive benefits package to benefits eligible employees, which includes medical, dental, life insurance, flexible spending accounts, paid vacation and sick leave. Some benefits require contributions by employees in addition to contributions made by the employer. Please see the link below for a complete description of the offerings. Retirement Plan participation is mandatory for all eligible employees to include a mandatory pre-tax pay deduction. Current rates can be viewed here: Full-time employees of government organizations may be able to receive student loan forgiveness under the Public Service Loan Forgiveness Program. For more information click Student Loan Forgiveness | Federal Student Aid.