Court Administrative Assistant

JOB The purpose of this position is to provide legal, clerical and customer service support for an assigned area of the Gila County Superior Court.This position processes appeals and post-conviction relief petitions, mental health, juvenile dependencies, severance, adoptions, Title 8 guardianships and coordinates Arbitrated cases. EXAMPLE OF DUTIES SUPERVISORY RESPONSIBILITIES This position does not supervise other employees. ESSENTIAL DUTIES AND RESPONSIBILITIESTIME SPENTPrioritizes, calendars and processes appeals; processes post-conviction relief (PCR) petitions and prepares minute entries to appoint attorney for defendant; monitors pending petitions; dockets, scans, and files notices and orders relating to PCR petitions and provides related statistics for reports.25%Dockets, scans, indexes, files, and analyzes legal documents, judgments and specific minute entries; performs data entry; prepares legal documentation pursuant to court orders, rules and statutes; expedites processing of juvenile dependency and mental health petitions for submission to the court for signature; maintains logs and work production records; prepares routine reports and correspondence related to official court actions, document processing, and case status.25%Processes changes of revenue for incoming and outgoing cases; creates new case files and administers associated fees, correspondence and forms. 15%Directs and responds to telephone calls, assisting public with court forms, document filing procedures, and other matters requiring application of technical/legal judicial procedures and practices; receives and completes orders for services/materials from public or employees; assists individuals in locating information; explains fees and fines; processes departmental mail; may issue marriage licenses and process passport applications; travels to Payson satellite office, as needed.15%Coordinates arbitration hearing activities for civil cases, which involves randomly selecting and assigning arbitrators; generates minute entries to notify counsel and relevant parties; tracks cases and removes from arbitration calendar when complete; administers inactive calendar by notifying counsel and relevant parties that case is at risk for dismissal; and prepares and processes orders of dismissal and purges closed files. 15%Completes 16 hours of mandatory continuing education and United States Passport Agent certification yearly.5% Performs other duties as assigned. BUDGET RESPONSIBILITIESThis position has no responsibility over any types of budget.PROJECT RESPONSIBILITIESThis position does not have project responsibilities.ORAL COMMUNICATION DUTIESThis position explains County procedures or processes.WRITTEN COMMUNICATION DUTIESThis position creates or edits documents, internal memos, emails, formal letters and writes and/or edits documentation for public release.INTERACTIONS WITH THE GENERAL PUBLICInteracts extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and Institutions over the telephone, by email, and/or in person.INTERACTIONS SPECIFICALLY WITH CUSTOMERSFrequently (More than 25% but less than 40% in a year) SUPPLEMENTAL INFORMATION KNOWLEDGE REQUIREDClerical, customer and personal service, production and processing, court administration, administration and management. SKILLS REQUIREDActive learning, analytical thinking, communicating diplomatically, customer service, problem recognition, time management, multi-tasking, typing and data entry.ABILITIES REQUIREDSolve problem sensibly and swiftly, memorize and recall, multi-task, maintain calm demeanor in stressful situations and follow orders. PHYSICAL DEMANDSOccasionally stands to attend to customers.May be required to lift work related materials up to 10 lbs.Constantly requires dexterity for keyboard operation; occasionally requires dexterity for special gadgets; routinely requires dexterity for special machines.Incumbents in this position may be required to walk to and from work sites; occasionally bend and stoop.WORK ENVIRONMENTIncumbents in this position constantly spends time in office environment; occasionally spends time in lobby environment, in classroom(s) and in automobile.SAFETY RISK EXPOSUREIncumbents in this position are generally not exposed to safety risk; may become exposed to telephone verbal abuse by customers or citizens.PROTECTIVE GEAR & SAFETY MANUALSIncumbents in this position are required to constantly follow written safety procedures and manuals relevant to the division or department.CONSEQUENCES OF ERRORPotential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.