Administrative Clerk Specialist

Purpose of the Job

The purpose of this position is to provide administrative support for both the Adult and Juvenile Probation divisions and to assist officers and administrators in the daily activities of the organization. This position fulfills administrative functions for the department in relation to data processing, accounting and communications. Duties include generating documents, data maintenance, credit card statement reconciliation and budget preparation assistance.

This position does not supervise other employees.

• Maintains and updates client data in adult and juvenile case management systems; performs quality assurance duties and resolves any discrepancies. Prepares, modifies and proofreads court documents, reports, forms, emails, spreadsheets, meeting minutes, memoranda and newsletters; copies, scans, faxes and mails court documents, notices, and other correspondence; files court documents with the Clerk of the Superior Court and distributes to appropriate parties.
• Reconciles invoices with credit card statements; accepts and processes Intensive Probation Supervision payments; reconciles client financial accounts with Tax Intercept Program database; troubleshoots and resolves any issues; purchases office supplies, furniture and other office materials; maintains office supply inventories.
• Schedules departmental equipment and vehicle maintenance, generates repair orders and updates information on systems; organizes and schedules meetings and special events; conducts and participates in special projects and committees; answers, screens and transfers phone calls; opens, sorts and distributes incoming correspondence; handles requests for information and data; receives and directs visitors and clients.
• May act as Court Clerk in specialized hearings; prepares contracts/directives for clients; records court orders; may assist in the preparation of departmental budgets; may assist in the follow‑up of victim contacts and track restitution compliance on probationers; may serve as back‑up dispatcher for the department.
• Performs other duties as assigned.

Time spent: 40% on client data and documentation, 30% on financial reconciliation, 20% on scheduling and correspondence, 10% in specialized duties.

This position provides research support on department level budget.

This position provides project coordination and project research support.

This position trains colleagues and explains County procedures or processes.

This position creates or edits documents, internal memos, emails, reports and formal letters.

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

Sometimes (More than 10% but less than 25% in a year).

High School Diploma or GED.

Three (3) years clerical/administrative experience; or equivalent combination of education, training and experience.

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.

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 of 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…