Actively supports and upholds the City’s stated mission and values. Under the direction of the Executive Assistant II, this position requires incumbents to take initiative, make judgment calls, and make decisions for the functions/processes for which they are accountable.

ADMINISTRATIVE DUTIES

• Supervisory: This job does not have formal supervisory responsibilities.
• Budgetary: This job does not have budgetary responsibilities but carries out day-to-day activities within approved budget.
• Strategic Planning: This job does not have strategic planning responsibilities but carries out day-to-day activities in order to reach the stated goals and objectives.
• Policies/Procedures: This job carries out day-to-day activities in accordance with established policies and procedures.
• Compliance: This job carries out day-to-day activities in accordance with Federal, State, and Local laws, rules, and regulations as well as City policies and procedures.
• Council Communications: This job carries out day-to-day activities in accordance with Council’s adopted priorities and direction.
• Reporting: This job does not have duties related to reporting to Federal/State/Local agencies.

• Provides direct support and services to crime victims and their families; may assist victims in identifying and overcoming needs related to crimes; refers to other service providers as appropriate.
• Provides information concerning legal procedures and options: keeps victims informed about the status of the case in which they are involved; assists them through the criminal justice process by accompanying them to court if appropriate.
• Reviews police reports to identify victims of crime; enters and manages victim information in a database; keeps statistics regarding victims’ rights services administered.
• Provides statutorily mandated notifications to victims, such as victims’ rights information, notifications of court proceedings, and case disposition information.
• Assists victims throughout the court process; explains victim’s rights; provides emotional support; escorts victims to court; assists victims to obtain an Order of Protection or Injunction Against Harassment; accompanies victims to interviews pertaining to their case; helps domestic violence victims create a safety plan; locates shelter for domestic violence victims; explains the judicial process; assists victims with obtaining restitution; provides resources and referrals; answers questions via telephone and in person.
• Creates and maintains various confidential records, files, and databases requiring compilation of varied information.
• Prepares letters, and other written correspondence from electronic templates, reports, rough draft, or transcription to include proofreading for accuracy, completeness, spelling, and punctuation.
• Maintains and is responsible for all criminal case filing.
• May be responsible for proper and timely processing of time sheets, payroll, purchase orders, personnel action forms, or any other procedural forms required by the departments.
• Delivers and picks up legal documents and other correspondence at the court on a daily basis.
• Answers written and oral inquiries of a routine nature.
• May be responsible for monthly production reports, statistical reports, or other regularly scheduled reports.
• May be responsible for coordinating travel arrangements.
• May be responsible to coordinate meetings between Prosecutor and the victims and their families.
• May be asked to research address(s) of victim(s), witness(es) and other person(s) if needed for trial and/or mail out victim notification forms.
• Provides secretarial and clerical support to prosecuting attorneys and administrative staff to include preparing, drafting, and proofing various reports, letters, and other correspondence.
• Answers the telephone, transfers calls, answers questions from the public or other departments, and provides assistance to callers.
• Is responsible for obtaining a variety of records and evidence from various agencies as requested by the presenting attorneys.
• Receives, sorts, and distributes a variety of correspondence, records, and information to appropriate personnel and to the files.
• Redacts confidential information from police reports and other related documents for disclosure.
• Processes a variety of forms and paperwork, using established procedures.
• Types, data enters, or word-processes a variety of legal documents; may compile data and prepare reports.
• May assemble and compile a variety of data from office records for incorporation into reports; prepares various reports.
• Performs other duties of a similar nature or level.
• Provides excellent customer service to both internal and external customers.

MINIMUM REQUIREMENTS

• High School Diploma, or General Equivalency Diploma.
• Three years of increasingly responsible experience as an administrative or legal assistant.
• Or any combination of education, experience, and training equivalent to the above Minimum Requirements.

DESIRED EXPERIENCE AND TRAINING

• Associate degree in a related field, or a degree from an ABA approved legal assistant program.

• Bilingual verbal communication ability in Spanish or Navajo.

OTHER REQUIREMENTS

• Must possess, or obtain upon employment, a valid Arizona driver’s license.
• Regular attendance is an essential function of this job to ensure continuity.
• Must pass polygraph.
• Must pass background check with AZDPS to become ACJIS Certified within 6 months.

REQUIRED KNOWLEDGE, SKILLS AND ABILITIES (ILLUSTRATIVE ONLY)

Skills (position requirements at entry):

Skill in:

• Understand legal terminology.
• Understand legal and court procedures;
• Understand victims’ right’s, including the Bill of Rights, Constitutional Rights and Arizona Revised Statues regard victim’s rights;
• Using computers and software application programs; performing data entry;
• Filing;
• Typing (at least 50 wpm)
• Providing customer service;
• Preparing a variety of reports;
• Prioritizing work and performing multiple tasks;
• Maintaining various databases;
• Maintaining various records and files;
• Communication, interpersonal skills as applied to interaction with coworkers, supervisor, the general public, etc. sufficient to exchange or convey information and to receive work direction;
• Maintaining various confidential records;
• Assigning and monitoring work.

Knowledge (position requirements at entry):

Knowledge of:

• Compose correspondence dealing with legal and complex matters;
• Understand legal procedures, forms and terminology;
• Understand court procedures and applicable time frames in general;
• Understand victims’ right’s;
• Basic filing and recordkeeping principles;
• Modern office procedures;
• Customer service principles;
• Inventory maintenance principles;
• Basic math;
• Spelling, punctuation and grammar principles;
• Database management principles;
• Leadership principles;
• Basic accounting principles.

PHYSICAL REQUIREMENTS AND WORKING ENVIRONMENT

• While performing the duties of this job, the employee is frequently required to use hands to finger/handle/feel and reach with hands and arms. The employee is regularly required to walk, sit, talk or hear, and occasionally required to stand, climb or balance, stoop, kneel, crouch, or crawl.
• The employee must occasionally lift and/or move up to 50 pounds.
• Vision requirements for this position include close vision, distance vision, peripheral vision, depth perception, and the ability to adjust focus.
• Working conditions include regular exposure to extreme cold (non-weather); extreme heat (non-weather); and occasional exposure to wet or humid conditions (non-weather); work near moving mechanical parts; toxic or caustic chemicals; and outdoor weather conditions.
• The noise level in the work environment is usually moderate.