Administrative Specialist - Court

Overview

The City of Avondale is accepting applications for an Administrative Specialist in the City Court

Hiring Range: $25.97 to $32.46

Salary range is the entire compensation range for the position classification.
The hiring range is an estimate of the compensation for the selected candidate. The actual salary offer will carefully consider a wide range of factors, including skills, qualifications, experience, education, licenses, and/or training.

This position reports to the Court Administrator and provides specialized administrative support to the Court Administrator and the Presiding Judge. The role coordinates activities and special projects requiring independent judgment, discretion, and strict confidentiality. This position provides high-quality customer service to internal and external stakeholders while performing professional-level technical and administrative functions.

• Support administrative operations, including assisting pro tempore judges, data entry, centralized purchasing and receiving, inventory control, operational budget tracking and reporting, project research, and the preparation of financial and operational reports.
• Coordinate travel and training arrangements for assigned court staff.
• Provide administrative support to all court divisions and deliver excellent service to internal and external customers.
• Provide specialized administrative support by coordinating and scheduling appointments, composing, editing, and finalizing letters, memos, reports, and agendas.
• Manage, open, and sort the judge’s and the court administrator’s mail and track items for signature.
• Track budget expenditures by verifying monthly expenses, monitoring invoices and purchase orders, managing ongoing payments, and recording purchase requisitions and orders.
• Assist internal and external customers and court constituents by managing escalated issues and updating the Presiding Judge and Court Administrator on progress and outcomes.
• Receive and respond to incoming calls, emails, correspondence, or in-person visits for the court administrator and the Presiding Judge; represent the City Court in a professional, courteous manner.
• Provide administrative support by arranging and reconciling travel and procurement cards; collaborate with the Finance & Budget Department to resolve issues and ensure timely invoice processing.
• Conduct court-related research, compile data, create reports and presentations, and provide recommendations for identified issues or trends.
• Communicate and coordinate on workflow, operations, and support with the judge and court administrator to provide back-up as needed during working hours.
• Assist with the development, coordination, administration, and monitoring of the department's operations, including analyzing and updating data, reviewing case processes, and tracking department performance measures.
• Maintain and order office supplies; maintain decorum of the City Court and organize the Court’s office and storage space.
• Provide backup support for Court Clerk I & II functions, including processing civil traffic and default judgment cases; maintain accurate records of charges filed in court cases and the disposition of each case; prepare and scan documents and case files for archiving.
• Manage the pro tem judge schedules by creating weekend jail court calendars and ensuring appropriate judicial coverage during the Presiding Judge’s leave, including holidays, vacation, sick, and training time.

• A high school diploma or GED equivalency is required.
• An associate’s degree in criminal justice, public administration, legal studies, or a related field is preferred.
• A minimum of three (3) years of progressively responsible experience in courtroom operations or specialized administrative environments with significant public interaction is required. In addition, one (1) year of advanced-level Court Clerk experience demonstrating independent judgment, technical proficiency, and the ability to manage complex court processes. Experience must include supporting executive or judicial administration goals, leading or coordinating departmental projects, and independently managing contracting…