Administrative Specialist II - TCA

General Summary

Ada County is a great place to work! We have more than 2000 employees dedicated to enhancing our community's quality of life. Our Trial Court Administration team is growing, and this is an excellent opportunity to be a part of taking this team to the next level. We offer a competitive benefits package which includes excellent medical, dental and vision insurance; generous vacation and sick leave accrual beginning as soon as you start; 11 paid holidays a year; participation in one of the Nation's best state retirement systems which includes 11.18% employer contribution; various savings plans including a deferred compensation 457(b) plan with up to 3% county match; 401K plan; paid parental leave; life insurance; wellness programs; ongoing training opportunities and career pathing. This generous Ada County Total Rewards package increases the base salary by approximately 40 percent.

The Trial Court Administrator, Sandra Barrios, oversees all administrative responsibilities of the Fourth Judicial District. This includes responsibility for facilities management; serving as a liaison between agencies, the media, and the public; and developing and carrying out policies that enhance court system performance.

Our Mission is to support court systems that put people first and ensure access to the court.

Learn more about Ada County Trial Court Administration by visiting their website. Ada County Trial Court Administration

POSITION GENERAL SUMMARY:

Performs typing, filing, secretarial and varied administrative tasks in support of the Trial Court Administrator's Office.

DISTINGUISHING FEATURES OF THE CLASS:

Works under general supervision and acts under own initiative. Performs advanced work of a confidential nature that requires thorough knowledge of practices and policies. Coordinates activities across multiple offices and departments. An Administrative Specialist I is distinguished from an Administrative Specialist II because a I services only one division of TCA and II services all of TCA.

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.

ADDITIONAL FUNCTIONS:

• 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.

OTHER REQUIREMENTS:

• 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.

DISCLAIMER:

To perform this job successfully, an individual must be able to perform the essential functions satisfactorily with or without reasonable accommodation. The above statements are intended to describe the general nature and level of work being assigned to this job. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of individuals in the job. This job description is not an employment agreement and/or an expressed or implied employment contract. Management has the exclusive right to alter this job description at any time without notice. Ada County provides Veteran's Preference for all County jobs except for those deemed "key positions" in accordance with Title 65, Chapter 5 of Idaho Code.