Talent.com
Management Assistant

Management Assistant

Judicial Branch of Arizona - Maricopa CountyPhoenix, AZ, US
job_description.job_card.variable_days_ago
serp_jobs.job_preview.job_type
  • serp_jobs.job_card.full_time
job_description.job_card.job_description

Management Assistant

The Management Assistant provides administrative support to the Chiefs of the Adult Probation Department to facilitate coordination and completion of highly responsible, complex, and often confidential work activities and special projects such as strategic planning, process improvement, records management, database management and support, or research and analysis.

Standard Judicial Branch business hours are Monday through Friday from 8 a.m. to 5 p.m. This position may be eligible for a hybrid teleworking schedule following six months of employment in the role (dependent on the needs of the Judicial Branch).

The Adult Probation Department of the Judicial Branch of Arizona in Maricopa County is dedicated to providing a safe, fair, and impartial forum for resolving disputes, enhancing access to our services, and providing innovative, evidenced-based practices that improve the safety of our community and ensure the public's trust and confidence in the Judicial Branch. Join our nationally recognized Adult Probation Department and become part of an award-winning agency of professionals committed to enhancing community safety through service, accountability, and influencing change.

Position Qualifications :

  • Associate degree
  • Two (2) years of administrative experience providing support to management / executive level professionals or other highly responsible administrative experience OR
  • Other combinations of post high school education and job-related experience may be considered in substitution for the minimum qualifications on a year-for-year basis.
  • Arizona Notary Public (application and training upon hire)
  • Must possess or have the ability to obtain by the time of hire, a valid Arizona Driver License

Our Preferred Candidate has :

  • Experience collecting, analyzing, and reporting statistical data
  • Skill in advanced features of Microsoft Word, Microsoft Outlook, Microsoft Excel, and PowerPoint.

    • Knowledge, skills, and abilities :

  • Knowledge of the principles and practices of administration, data processing, budgeting, purchasing, personnel administration, and office management.
  • Court organization, functions, and services : laws, rules, and regulations pertaining to the judicial process
  • The principles and practices of record keeping and records management
  • Modern office practices, procedures, and equipment
  • Skill in computers and software including the operation of Microsoft Office products (Outlook, Word, Excel, Teams, SharePoint, PowerPoint, etc.)
  • Written communication with attention to grammar, detail, proofreading, and formatting
  • Accurately and efficiently preparing memos, letters, and emails
  • Learning and mastering core business applications and support applications
  • Document management, document maintenance, and the use of appropriate databases
  • Problem solving, working under pressure, and meeting deadlines
  • Appropriately prioritizing tasks, projects, and ad hoc requests
  • Prioritize, organize, plan, and manage multiple assignments efficiently and effectively emphasizing attention to detail
  • Establish and maintain constructive and cooperative working relationships with individuals within all levels of the organization and with stakeholders
  • Analyze complex data and draw logical conclusions; conduct research and prepare reports
  • Communicate information and ideas clearly, accurately, logically, and persuasively, both orally and in writing, recognizing the needs of the audience
  • Maintain high levels of professionalism, confidentiality, and cultural sensitivity in all interactions
  • Learn and adhere to Judicial Branch policies, procedures, and processes
  • Learn, understand, and adhere to court processes and procedures, customer service standards and procedures, and operate within a customer-centric model
  • Exercise good judgment and work independently with minimal supervision
  • Learn new skills necessary to support the needs and mission of the Department and the Judicial Branch

    • Essential Job Tasks :

  • Manages and responds to subpoenas on behalf of the Department
  • Coordinates tracking records requests, litigation, and preservation requests
  • Coordinates highly confidential and sensitive employee communication from the Department
  • Maintains multiple databases, management of forms, and tracking of various projects
  • Utilizes databases and spreadsheets, including performing data entry and retrieval as needed
  • Coordinates and schedules meetings and events; manages multiple calendars.
  • Assists with development of presentation materials and operates audio / visual equipment
  • Drafts, reviews, and edits correspondence and reports
  • Prepares and updates organization charts, contacts, and distribution lists
  • Maintains filing and tickler systems in electronic and paper format; executes management and archival of documents
  • Retrieves and distributes postal and interoffice mail
  • Greets visitors and answers calls from the public, county departments, outside agencies, and the judiciary; and independently responds to and resolves, where possible, internal and external queries and determines appropriate routing within the court system
  • Reviews the Administrative Calendar and assists in the completion of action items; handles ad hoc requests
  • Assists with office responsibilities and cross-trains with other support teams to assure coverage and performs additional tasks and projects as assigned or delegated by the supervisor
  • Arranges for travel and prepares authorization and expense reports
  • Organizes events; facilitates conference room reservations
  • Provides notary services for internal court-related purposes
  • Inventories and orders supplies for general office use, projects, and events
  • Researches and makes recommendations for special order requests; and maintains office equipment
  • Plans, organizes, and directs administrative services

    • Working conditions :

    Work primarily occurs in an office setting. The amount of work performed varies, including tasks requiring very tight timelines and scheduling pressures. While performing the duties of this job, the employee may need to communicate clearly, perceive details of objects that are close by, and maintain various physical positions for extended periods, such as sitting, standing, or walking. The job may involve using hands for tasks such as typing, handling objects, or operating tools, as well as reaching with hands and arms. Occasionally, the employee may be required to move or lift objects weighing up to 20 pounds. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

    Additional Information :

    Judicial Branch Human Resources reserves the right to move forward candidates based on the information provided directly on the application. The hiring authority will select the successful candidate based on departmental needs.

    Typically, successful candidates are hired at a salary rate up to the midpoint of the range, based on applicable experience, internal equity, and budgetary allowances.

    All Judicial Branch offers of employment and continued employment are contingent upon passing a thorough background and / or fingerprint check. Applicants must completely and fully answer any questions regarding felony and misdemeanor convictions including any convictions that have been expunged or set aside. Failure to include criminal history information is grounds for termination of an offer and employment. A conviction may not automatically disqualify an applicant.

    The Judicial Branch of Arizona in Maricopa County participates in the State Retirement systems ASRS or PSPRS. As such, mandatory membership for all full-time employees includes payroll deducted contributions consistent with each retirement system's requirements. The current contribution rate for ASRS is 12.27% and the current contribution rate for PSPRS is 5.84% and up for the defined contribution plan and 8.82% for the defined benefit plan. For more information about contributions and benefits of these plans visit https : / / www.azasrs.gov / or https : / / www.psprs.com / corrections-officer /

    Judicial Branch facilities are located throughout Maricopa County. This position may be reassigned to other locations. Assignments will be made based upon the needs of the department.

    The Judicial Branch in Maricopa County is an EEO / ADA Reasonable Accommodation Employer.

    serp_jobs.job_alerts.create_a_job

    Management Assistant • Phoenix, AZ, US