Office Specialist

Overview

ATTENTION:
This job announcement will close at 11:59 pm Eastern Time on either:

(A) March 6, 2026, or

(B) The date that 100 applications are received; whichever occurs first.

If the announcement closes on the date that 100 applications are received, all applications submitted by 11:59 pm that day will be given consideration, including those in excess of 100.

Join the State’s Attorney’s Office and play a vital role in supporting the administration of justice. We are seeking a highly organized and detail-oriented Office Specialist to provide specialized secretarial and administrative support to attorneys handling a variety of criminal legal matters. This position requires professionalism, discretion, dependability, and the ability to thrive in a fast-paced environment with strict deadlines and sensitive information.

If you have strong administrative skills, take pride in accuracy, and want to contribute to meaningful work within the justice system, we encourage you to apply.

Performs secretarial and office management work in support of unit operations. Acts as secretary to an administrative or management position, which may entail oversight for a county-wide program, but whose essential job requirement is acting as principal office assistant to the unit with responsibility for the provision of office support services to the unit and its staff. The work requires training and prior experience in office clerical work.

The work is performed under general supervision of administrative staff.

Manages supervisor's schedule and maintains supervisor's calendar; makes appointments, sets up meetings, makes room reservations and other arrangements as needed.

Monitors the budget and financial duties, including procurement, accounts receivable, and payment of invoices.

May manage and update public sources of information such as a website or reservation system.

Coordinates and prepares budget for a division or unit; may do cost estimates for materials and supplies.

Issues and safeguards building keys to staff, county employees and outside entities as necessary.

Composes correspondence, memoranda and reports in response to recurring inquiries and as deemed appropriate.

Keeps supervisor and unit staff informed of matters; initiates inquiries of County offices and other organizations to obtain information; researches files and records and compiles data for supervisor's review; prepares memos, notes and reports for supervisor.

Communicates throughout the County and with external entities to arrange schedules, meetings and relay or obtain information, or pass on instructions; maintains liaison with and informs other parties of matters requiring their attention; speaks for supervisor on matters on which supervisor's views are known, or as otherwise authorized.

Ensures compliance with established policies and procedures regarding office services, County protocols, and administrative requirements; advises staff and others regarding such requirements and maintains official policy and guidance files for the office.

Receives and examines data regarding substantive operations of the unit for accuracy and initiates follow up steps to clear up discrepancies, notifies parties of changes in procedures or requirements, instructs others in procedures and in other ways ensure that the data are accurate and acceptable for use; maintains databases and data files; manages information to and generates reports.

Receives and assists visitors to the office; queries visitors and directs them to appropriate staff or offices; answers substantive questions regarding office/department operations for the purpose of facilitating the use of services.

Assists the public, clientele, and others in accessing and making use of office/department services by advising them regarding their needs and services provided.

Receives, screens, and refers telephone calls; queries callers and transfers or refers calls to appropriate staff or other offices; answers technical or substantive questions regarding office/department operations.

Receives, screens and routes mail; directs items to other staff or County offices as appropriate.

Processes information by keying data into computer databases and other computerized record systems; codes and verifies data; updates, edits and corrects data files; produces computer printouts.

Maintains manual and/or automated financial, accounting, personnel and other administrative and management files and records; ensures confidentiality of files and records and uses discretion in controlling access to and release of information.

Produces a variety of word processed documents such as letters, memoranda, and reports; transcribes oral and/or machine dictation, or keyboards copy from drafts; proofs and edits materials for accuracy of grammar, spelling, punctuation and format and makes corrections; ensures adherence to established style guides and formats.

Interacts with vendors and works on bid specifications.

Records, grades and…