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Judicial Support Specialist

2 months ago

Globe, Arizona, United States Gila County, AZ Full time
Job Overview

This position entails performing specialized and intricate office support and clerical functions of a technical nature in the service of Gila County's judicial system.

Key Responsibilities

SUPERVISORY ROLE
This role does not involve supervising other staff members.

PRIMARY DUTIES AND RESPONSIBILITIES
  • Handles the reception, calculation, classification, and posting of fees or fines related to various legal cases, including criminal, family law, civil, probate, and guardianship matters; issues receipts and reconciles cash drawers while maintaining comprehensive data in filing and information systems.
20%
  • May require travel to additional offices; may serve as a backup for higher-level clerks; completes mandatory continuing education and certification requirements annually; operates various office equipment.
20%
  • Reviews dockets and indexes; processes legal documents, judgments, and minute entries; may issue marriage licenses and manage passport applications.
15%
  • Maintains legal files and indices; oversees the automated tracking of files; manages the vault containing court documents and microfilm; enters and updates data in the court case management system; prepares formal orders and handles document receipting; responds to phone inquiries; monitors and reviews case file dispositions.
15%
  • Provides assistance to the public while refraining from offering legal advice.
10%
  • Digitizes all court-related documents.
10%
  • Prepares legal documents as per court directives; manages correspondence; notarizes documents; maintains logs and production records; composes routine reports related to court activities.
10%
  • Performs additional duties as assigned.
BUDGETARY RESPONSIBILITIES
This position assists in research related to the budget at the elected office level.
PROJECT RESPONSIBILITIES
This role does not entail project management duties.
COMMUNICATION DUTIES
This position involves responding to public inquiries and explaining county procedures.
DOCUMENTATION DUTIES
This role includes creating or editing internal documents, memos, emails, and formal letters.
INTERACTIONS WITH THE PUBLIC
Engages extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups via telephone, email, and in-person interactions.
INTERACTIONS WITH CUSTOMERS
Frequent interactions (more than 25% but less than 40% annually).

Minimum Qualifications

EDUCATION
High School Diploma or GED, supplemented by specialized or technical training courses.

EXPERIENCE
One (1) year of relevant experience or an equivalent combination of education, training, and experience.

CREDENTIALS
Must possess and maintain a valid Driver's License.

Additional Information

KNOWLEDGE
Understanding of clerical processes, customer service, English language and composition, and legal systems.

SKILLS
Proficient in active learning, listening, reading, diplomatic communication, customer service, problem-solving, multitasking, typing, and data entry.

ABILITIES
Ability to process multiple information streams, maintain composure in stressful situations, follow directives, identify issues, communicate clearly, and manage multiple tasks simultaneously.

PHYSICAL DEMANDS
  • Occasionally stands to assist customers and operate cash registers.
  • Regularly sits to complete reports and use specialized equipment.
  • Constantly requires dexterity for keyboard operation.
  • May involve walking to various work sites, bending, stooping, and occasionally lifting up to 25 lbs.
WORK ENVIRONMENT
Primarily office-based, with time spent in public areas such as lobbies and courtrooms.

SAFETY CONSIDERATIONS
Generally low exposure to safety risks, with occasional verbal interactions that may involve emotional distress.

PROTECTIVE MEASURES
Consistently follows written safety protocols relevant to the department.

ERROR CONSEQUENCES
Potential errors may lead to inconveniences for colleagues and delays in service delivery.