Administrative Specialist II

General Summary

Please Note: This is a continuous job posting and will remain open until a sufficient number of qualified applications are received. The posting may close at any time without notice. Applicants are encouraged to apply as soon as possible to ensure consideration.

• Excellent medical, dental, and vision insurance
• Generous vacation and sick leave starting on day one
• 11 paid holidays annually
• Participation in one of the nation’s best state retirement systems, with 11.96% employer contribution
• 457(b) deferred compensation plan with up to 3% county match, plus a401(k)
• Paid parental leave, life insurance, and robust wellness programs
• Ongoing training opportunities and career pathing
  

Essential Functions

• Welcomes visitors and answers questions about court processes and procedures;
• Screens incoming telephone calls, answers questions, routes calls, and takes messages;
• Opens, sorts, and distributes mail;
• Composes letters, e-mails, and other correspondence, and disseminates information;
• Prepares and handles correspondence of a sensitive and confidential nature;
• Proofreads material for accuracy, completeness and punctuation;
• Maintains office files, indices, lists, and other records;
• Prepares and submits bills for payment, audits and processes witness claim forms for payment;
• Creates and processes requests for service;
• Orders office supplies and printing;
• Schedules conference rooms, meetings, and ensures rooms are properly prepared;
• Makes travel arrangements and processes registrations and travel related paperwork;
• Sorts, compiles and monitors weekly bail bond forfeiture lists, and overdue bail bond list;
• Prepares demand letters and other correspondence to bail bond agents;
• Coordinates the instant drug test for the judges, prepares bills, and keeps information logs and collects drug test fees;
• Receives and distributes felony pre-sentence investigations;
• Maintains the court's law library and updates codes for all judges and courtrooms;
• Assists with new judges' investitures ceremony and retired judges' retirement ceremonies;
• Schedules and assigns cases to retired district and magistrate judges, and assigns judges for all disqualified cases in Ada, Elmore, Valley and Boise counties;
• Generates yearly magistrate criminal court calendar and related documents;
• Provides weekly calendar updates to the Assistant Trial Court Administrator;
• Maintains and updates Sentencing Resource Manual for the judges, updates procedures manuals.

• Provides coverage for court personnel as necessary;
• Participates in training new employees;
• Assists with and completes miscellaneous projects as assigned;
• Coordinates Designated Examiner coverage for mental commitment hearings;
• Performs related functions as required.

Job Requirements

• High school diploma or equivalent;
• Considerable knowledge of modern office equipment, terminology, practices and procedures typically gained from three years of progressively responsible work experience;
• Knowledge of business English grammar, spelling and punctuation, and arithmetic;
• Skill in the operation of a personal computer and the MS Office Suite;
• Skill in proofreading material;
• Skill organizing projects, developing timelines, and schedules;
• Skill in communicating with culturally diverse populations;
• Skill typing from rough draft copy at a rate of 50 words per minute with a high degree of accuracy;
• Ability to prioritize and complete work assignments independently;
• Ability to deal with confidential information in a responsible manner;
• Ability to manage multiple projects in an effective and timely manner;
• Ability to summarize the proceedings of a conference in written form;
• Ability to meet and deal effectively with the public, some of whom may be irate or under stress, in a tactful and courteous manner;
• Ability to maintain complex clerical records;
• Ability to maintain effective working relationships.

• The Incumbent is subject to a criminal records check.

Work Environment & Physical Demands

• Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions;
• May be required to lift up to 20 lbs.;
• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.