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Administrative Support Coordinator

2 months ago

Payson, Arizona, United States Gila, County of (AZ) Full time


The objective of this role is to deliver administrative assistance for both the Adult and Juvenile Probation sectors, aiding officers and administrators in the routine operations of the organization.

This position executes administrative tasks for the department concerning data management, financial oversight, and communication. Responsibilities encompass document generation, data upkeep, credit card statement reconciliation, and budget preparation support.

SUPERVISORY RESPONSIBILITIES
This role does not oversee other personnel.

ESSENTIAL DUTIES AND RESPONSIBILITIES

TIME ALLOCATION

Maintains and refreshes client information in adult and juvenile case management systems; conducts quality assurance tasks and rectifies any inconsistencies.

Drafts, revises, and reviews court documents, reports, forms, emails, spreadsheets, meeting minutes, memoranda, and newsletters; copies, scans, faxes, and dispatches court documents, notifications, and other correspondence; files court documents with the Clerk of the Superior Court and distributes them to relevant parties.

40%

Matches invoices with credit card statements; processes Intensive Probation Supervision payments; reconciles client financial accounts with the Tax Intercept Program database; troubleshoots and resolves any complications; procures office supplies, furniture, and other materials; manages office supply inventories.

30%

Coordinates departmental equipment and vehicle maintenance, generates repair orders, and updates information on systems; organizes and schedules meetings and special events; participates in special projects and committees; answers, screens, and transfers phone calls; sorts and distributes incoming correspondence; manages requests for information and data; receives and directs visitors and clients.

20%

May serve as Court Clerk in specialized hearings; prepares contracts/directives for clients; records court orders; may assist in the preparation of departmental budgets; may follow up on victim contacts and monitor restitution compliance for probationers; may act as a backup dispatcher for the department.

10%
Performs additional duties as assigned.

BUDGET RESPONSIBILITIES
This position provides research assistance on departmental budget matters.

PROJECT RESPONSIBILITIES
This role offers project coordination and research support.

ORAL COMMUNICATION DUTIES
This position trains colleagues and clarifies County procedures or processes.

WRITTEN COMMUNICATION DUTIES
This role involves creating or editing documents, internal memos, emails, reports, and formal letters.

INTERACTIONS WITH THE GENERAL PUBLIC

Engages extensively with employees, customers, the general public, vendors, regulatory bodies, and other groups and/or individuals and institutions via telephone, email, and/or in person.


INTERACTIONS SPECIFICALLY WITH CUSTOMERS
Occasionally (More than 10% but less than 25% in a year)

MINIMUM EDUCATION REQUIRED
High School Diploma or GED.

MINIMUM YEARS OF DIRECTLY RELATED EXPERIENCE REQUIRED
Three (3) years of clerical/administrative experience; or an equivalent combination of education, training, and experience.

PROFESSIONAL CREDENTIALS REQUIRED
Committee on Judicial Education and Training for the State requires 16 hours of training per year.
Notary Public Commission in and for the State of Arizona and the County of Gila, preferred.
Must possess and maintain a valid Arizona Driver's License.

KNOWLEDGE REQUIRED
Database Management; clerical; customer and personal service; mathematics and Federal, State Local Laws, Regulations, and Statutes.

Principles of record keeping, case files, and records management; legal terminology, forms, and documentation; legal processes and procedures; court processes and procedures for filing legal documents; applicable State and Federal rules, codes, and regulations; business and personal computers; business office software applications; County policies and procedures; business English, spelling, punctuation, and grammatical usage.


SKILLS REQUIRED
Active learning; active listening; critical thinking; customer service; problem-solving; time management; multi-tasking; typing and data entry.

Effective communication in both written and verbal forms; writing and completing accurate reports, legal documents, and correspondence; assessing and prioritizing multiple tasks, projects, and demands; establishing and maintaining effective working relationships with co-workers, officers of the court, relevant agencies, and the public.

Demonstrated computer skills in working with word processing, spreadsheet, and email software.
Skill in typing with speed and accuracy at a net rate of 50 words per minute from printed copy.

ABILITIES REQUIRED
Comprehend multiple data; multi-task; maintain mental dexterity; remain calm in stressful situations and follow directives.

PHYSICAL DEMANDS
Occasionally stands to present and attend to customers.
Constantly sits to complete reports and operate computers.
May be required to lift a maximum of 50 lbs. of work-related materials.
Constantly requires dexterity for keyboard operation.
Incumbents in this position may be required to walk to and from work sites.

WORK ENVIRONMENT
Incumbents in this position consistently spend time in an office environment, may routinely spend time in a lobby environment.

Work is performed in an office or lobby environment where the physical demands require sitting for extended periods; occasional lifting of file boxes; frequent use of computers and standard office equipment, may work under stress of deadlines and may encounter irate or disgruntled public.


SAFETY RISK EXPOSURE

Incumbents in this position may become exposed to telephone verbal abuse by customers or citizens; individuals with high levels of emotional distress, physical danger, blood-borne pathogens, and communicable diseases.

PROTECTIVE GEAR & SAFETY MANUALS

Incumbents in this position are required to consistently follow written safety procedures and manuals relevant to the division or department.

Incumbents in this position may occasionally be required to wear rubber gloves.

CONSEQUENCES OF ERROR
Potential errors can cause inconveniences to other employees, and/or delays in related work areas. Delays of services are possible.