Government Jobs is hiring: Administrative Assistant in Sterling

Administrative Assistant

We are recruiting to fill an Administrative Assistant position for the Colorado State Public Defender's regional trial office located in Sterling. This is a full-time, entry-level Administrative Assistant position responsible for performing routine clerical and receptionist duties of a legal nature following established office procedures. Tasks are performed under direct guidance of an Office Manager or Supervisor while learning office and court procedures and case file management systems. Individuals must have strong interpersonal skills to successfully work with colleagues and court staff and to provide patient and compassionate service to indigent persons charged with criminal offenses. The work environment is fast-paced and has a high volume of telephone calls, client interactions and various interruptions. Individuals require the ability to multitask and perform tasks in a timely manner with accuracy and attention to detail.

Primary duties and responsibilities include:

• Performing general reception duties including answering phones with multiple lines. Screening calls, taking messages and referring callers to the appropriate person, office or agency.
• Greeting and assisting onsite visitors such as, clients, coworkers, and other agency personnel. Providing general information such as, name of appointed attorney and scheduled court dates. Maintaining the reception area.
• Checking the main voice mail and email inbox for the office frequently during scheduled work hours. Responding to, or forwarding voice and emails to appropriate person, office or agency.
• Assisting persons applying for representation by a public defender. This includes explaining the application process and ensuring the person is able to submit completed documents. Reviewing applications and verifying for completeness in accordance with eligibility guidelines. Processing applications in accordance with State and Regional Office policies.
• Opening, entering data and updating, and may close client files in the online case management system. Moving hardcopy files to/from the closed file room in accordance with policy and procedure.
• Using court or local jurisdiction internet sites to search client case information.
• Processing incoming and outgoing mail and performing routine clerical tasks such as, copying, printing, sorting, and distributing forms and documents.
• Making weekly courthouse runs to pick-up digital and hardcopy discovery files when e-filing is not available.
• Uploading large volumes of electronic documents, files and media into the online case management database. Scanning and uploading hardcopy documents.
• Attending meetings and trainings as required.
• Performing other administrative duties as assigned.

Minimum qualifications include:

• Graduation from high school or equivalent required. No prior experience required.
• Knowledge of English language, grammar, and punctuation.
• Knowledge of basic math (addition, subtraction, multiplication and division);
• Knowledge of standard software applications such as, Microsoft Office Word, Excel, internet browsers and e-mail.

Preferred qualifications include:

• Client/customer service experience in a fast-paced environment;
• Basic clerical and administrative skills such as, data entry, uploading electronic files, managing files/records, and answering phones;
• Training or experience that provided a knowledge of court systems and legal terminology;
• Experience working in an environment serving indigent populations;
• Spanish-speaking skills.