Management Assistant

Management Assistant

The Management Assistant performs highly responsible, confidential, and complex administrative duties and coordinates projects for the Deputy Chief. The primary duties will include providing outstanding customer service, organizing the Deputy Chief's calendar, meetings, files, and documents, and prioritizing projects to meet deadlines.

The Juvenile Probation Department of the Judicial Branch of Arizona in Maricopa County is dedicated to providing innovative and efficient juvenile justice services grounded in evidenced-based practices and research. These services improve the safety of our community, hold youth accountable through developmentally appropriate orientation, and ensure the public's trust and confidence in the Judicial Branch. Join our Juvenile Probation Department in its mission to promote public safety through positive change as we connect youth to the community and provide opportunities that are delivered with fairness, dignity, and respect.

Position Qualifications

• Associate's degree in related field
• Two (2) years of responsible related administrative experience
• OR
• Post-secondary education may substitute for experience on a year-for-year basis
• Valid Arizona Driver license at time of hire

Knowledge, Skills, and Abilities:

• Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
• The structure and content of the English language including the meaning and spelling of words, rules of composition, and grammar.
• Principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services, and evaluation of customer satisfaction.

Skill in:

• Advanced features of Microsoft Word, Microsoft Outlook, Excel, PowerPoint, and SharePoint.
• Operation of office equipment such as printer/copier, scanner, and computer terminal.
• Communicating verbally and in writing with others to convey information professionally and effectively.
• Establishing and maintaining constructive and cooperative working relationships with individuals from the public, all levels of the organization, and with stakeholders.
• Identifying problems, reviewing related information, and recommending solutions.
• Excellent proofreading skills with exceptional attention to detail.
• Organizational skills.

Ability to:

• Maintain high levels of professionalism, confidentiality, and cultural sensitivity in all interactions.
• Analyze and interpret complex information.
• Accurately prepare and maintain records, files, and reports.
• Prioritize, organize, plan, and manage multiple assignments efficiently and effectively.
• Learn and master core business and support applications.
• Process and handle confidential information with discretion.
• Type with minimal errors.
• Learn new skills necessary to support the needs and the mission of the Juvenile Probation Department.
• Be flexible with a variety of job duties to support the operations of Juvenile Probation in the Detention Services Bureau.

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.)

• Develops, organizes, and coordinates complex tasks and projects.
• Regularly handles highly responsible, complex administrative duties, and confidential and/or sensitive materials and information, including preparing and maintaining documentation and records related to P-card usage, employee forms and records, PREA and internal investigations, and formal discipline.
• Manages a large volume of electronic communication received in the Juvenile Probation Department.
• Acts as a receptionist for the Executive Office and ensures outstanding customer service is consistently provided.
• Responds to telephone calls and other inquiries that require a broad knowledge of operating policies and procedures and/or functions of a large complex organization.
• Coordinates the logistics for training, department/division meetings, or meetings with stakeholders, including preparation and distribution of agendas, minutes, and other necessary information.
• Evaluates processes, and make recommendations for improvements.
• Prepares and prioritizes management calendars and correspondence.
• Maintains management files and related documents.
• Directs and assists department staff as needed.
• Contributes to planning of departmental and bureau events.
• Participates in committees for the benefit of the department and to support the operations of the Detention Services Bureau.
• Provides oversight and direction for communications-related activities for the department, including newsletters, reports, department-wide emails, and other communications.
• Monitors staff movements for needed actions such as updating phone lists and requesting service activation.
• Prepares and updates organization charts, contacts, and distribution lists; maintains filing and tickler systems in electronic and paper format.
• Researches and…