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.

• Supporting 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.
• Coordinating travel and training arrangements for assigned court staff.
• Providing administrative support to all court divisions and delivering excellent service to both internal and external customers. Provides specialized administrative support, including coordinating, scheduling, and participating in various meetings and court events.
• Coordinating and scheduling appointments, composing, editing, and finalizing letters, memos, reports, and agendas. Managing, opening, and sorting the judge’s and the court administrator’s mail and tracking items for signature.
• Tracking budget expenditures by verifying monthly expenses, monitoring invoices and purchase orders, managing ongoing payments, and recording purchase requisitions and orders.
• Assisting internal and external customers and court constituents by managing escalated issues, including resident requests, and updating the Presiding Judge and Court Administrator on progress and outcomes.
• Receiving and responding to incoming calls, emails, correspondence, or in-person visits for the court administrator and the Presiding Judge. Representing the City Court in a professional, courteous manner.
• Providing administrative support by arranging and reconciling travel and procurement cards. Collaborates with the Finance & Budget Department to resolve issues and ensure timely invoice processing.
• Conducting court-related research, compiling data, creating reports and presentations, and providing recommendations for identified issues or trends.
• Communicating and coordinating on workflow, operations, and support with the judge and court administrator to provide back-up as needed during working hours.
• Assisting 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.
• Maintaining and ordering office supplies as needed. Maintaining decorum of the City Court, including appropriate seasonal decorations and general upkeep and organization of the Court’s office and storage space.
• Providing backup support for Court Clerk I & II functions, including processing civil traffic and default judgment cases. Maintaining accurate records of charges filed in court cases and the disposition of each case (query, update, edit charges in court management system software). Preparing and scanning documents and case files for archiving.
• Managing 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…