Management Assistant Job at Judicial Branch of Arizona in Maricopa County
Judicial Branch of Arizona in Maricopa County Phoenix, AZ 85003
Posting Date
11/28/22
Application Deadline
12/06/22
Pay Range
Min - 1st Quartile - Mid - Max
$21.00 - $23.96 - $26.93 - $32.85
The expected ENTRY pay range for this position based on experience and equity within the Judicial Branch is $21.00 to $26.93.
This position is non-exempt under the FLSA.
What We Offer
We offer generous paid time off, paid sick leave, and 10 paid holidays! We have affordable medical, dental, and vision insurance, and our employees are entitled to coverage by one of several State-sponsored retirement pension plans, our employee assistance program, and wellness incentives. Additionally, our employees have the option of life insurance, disability, a group legal plan, and pet insurance.
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Job Type
Classified – Judicial JMR
Department
D110 Adult Probation
About the Position
The Management Assistant will provide administrative support to the Division Director of the Organizational Development and Support Division of Adult Probation on special projects related to our Continuous Improvement program and ongoing projects such as the upcoming Case Management System project. These projects may range from strategic planning, process improvement, database management and support, translating Continuous Improvement tools and methods into practice, or completing research and analysis.
ABOUT THE ADULT PROBATION DEPARTMENT:
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 continuous improvement in the quality of community life by offering hope to neighborhoods, victims, and individuals under supervision.
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 continuous improvement in the quality of community life by offering hope to neighborhoods, victims, and individuals under supervision.
POSITION QUALIFICATIONS
We recognize your time is valuable, so please apply if you meet the following required qualifications:
Education:
- Associate’s degree
Experience:
- Two (2) years of responsible related administrative experience
OR
Combined education and experience qualifications:
- An equivalent combination of education and/or job-related experience may substitute on a year-for-year basis.
Other Requirements:
- 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.
- Skilled in advance features of Microsoft Word, Microsoft Outlook, Microsoft Excel, and PowerPoint.
Knowledge, skills, and abilities:
Knowledge of:
- 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.
Ability to:
- Manage multiple assignments efficiently and effectively with an emphasis on attention to detail.
- Establish and maintain constructive and cooperative working relationships with individuals within all levels of the organization and with stakeholders.
- Conduct research, analyze complex data, draw logical conclusions and prepare reports.
- Communicate information and ideas clearly, accurately, logically and persuasively, both orally and in writing, so the communication is appropriate to 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 the skills necessary to support the needs and the mission of the Department and the Judicial Branch
ESSENTIAL JOB TASKS
(This is not an all-inclusive list of all job duties that may be required; employees will be required to perform other related duties as assigned.)
- Researches and makes recommendations for special projects related to both the Case Management System and the Continuous Improvement program or other special projects as needed.
- Coordinates and tracks project status, updates project plans and dashboards, documents and records decisions, and assists with overall Continuous Improvement or Case Management System project management.
- Manages and responds to Improvement Opportunities submitted by staff through the Continuous Improvement Program.
- Facilitates meetings used to gather information or data, develops project plans, and issues change orders related to any special projects assigned such as the Case Management System or Continuous Improvement projects.
- Provides updates to pertinent stakeholders on processes or actions taken on projects.
- Evaluates processes and makes recommendations for improvements
- Drafts, reviews, and edits correspondence and reports
- Prepares and updates organization charts, contacts and distribution lists
- Maintains filing or tickler systems in electronic and paper format and executes the management and archival of documents.
- Maintains multiple databases, manages forms and tracks 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.
- 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.
- Inventories and orders supplies for general office use, projects, and events.
- Plans, organizes, and directs administrative services.
Working conditions
:
While performing the duties of this job, the employee is regularly required to speak clearly and hear; see details of objects that are less than a few feet away; sit for long periods of time; stand, walk, use hands to finger, handle, or feel; reach with hands and arms; and occasionally push, pull or lift up to 20 pounds. The amount of work performed is variable to include tasks requiring very tight timelines and scheduling pressures.
Additional Information
Attention Current Maricopa County Employees: As of 1/1/2022, the Judicial Branch of Arizona in Maricopa County formalized itself as a separate entity and employer from Maricopa County.
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.
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.
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