OFFICE ADMINISTRATOR

Job Summary :

The Arizona Attorney General’s Office Criminal Division / Financial Remedies Section is seeking an Office Administrator.

This position will provide all administrative duties for the Financial Remedies Section. In addition, this position will manage and oversee staff in two locations and provide support for their activities.

This includes ensuring both areas are adequately staffed and prioritizing / assigning duties as necessary to ensure pleadings, motions, etc.

are completed in a timely manner. This position will work with the Section Chief in preparing / executing confidential case matters.

This position will also plan, coordinate and execute FRS administrative functions, including determining procurement requests, personnel needs, development of policies and procedures, prepare evaluations for support staff, draft and update training manuals and forms, and train support staff regarding procedures.

This position will assist in the preparation of grant proposals and will calculate statistics as necessary for the grants and all monthly / quarterly and annual reports.

The position will ensure the goals and objectives of the Section are achieved and administrative policies are uniform. This position will hire support staff and maintain a good work environment through communication and daily contacts with all support staff.

This position will also attend and serve on agency committees and will report to the Division OA and Section Chief on special projects, confidential matters regarding victims, defendant and highly sensitive case and personnel matters.

This position will also provide legal secretarial support to one or more litigating attorneys and support staff for the Criminal Division, Financial Remedies Section.

In addition, will prepare a variety of correspondence, pleadings, motions, petitions, briefs, legal forms, and independently preparing correspondence.

This position will also ensure all legal case matters are accurately entered into the Legal Files case management system.

This position may be eligible for Remote Work two days a week based upon the department's business needs and continual meeting of expected performance measures.

Job Duties :

Support two case attorneys by typing various pleadings, correspondence and reports in compliance with court rules and agency standards.

Prepare discovery documents and submit appropriate discovery documentation and pleadings with the court. Calendar court appearances, hearings, meetings;

docket all case pleadings and suspense deadlines in legal files. Open, maintain and close files in accordance with office standards.

Review and / or prepare procurement requests, travel claims and various fiscal / monthly / quarterly / annual reports and statistics as required.

Maintain reporting requirements and complex tracking systems regarding records retention, case types for annual reports, defendants, and open / closed cases.

Assist the Section Chief with all grant-related matters.

Create, recommend and implement policies and procedures for the FRS. Hire, supervise, train and evaluate support staff. Perform administrative tasks and special projects for Section Chief.

Manage personnel matters; distribution of workload; policies and procedures and staff development.

Review incoming correspondence and pleadings and refer to appropriate attorney. Review outgoing material for consistency with office policy, grammatical construction, clerical error;

ensure that legal documents and enclosures are complete and in order. Screen telephone calls from the public, opposing counsel, outside counsel, law enforcement, the courts and other governmental entities and refer them appropriately.

Provide Section support with various reports, projects or assignments, as necessary. Will perform various duties as assigned by the Division OA or Section Chief Counsel.

Assist the Section Chief with personnel matters; distribution of workload; policies and procedures; interviewing and staff development;

all reporting; and, any and all special projects.

Attend and participate in staff meetings and other agency meetings.

Knowledge, Skills & Abilities (KSAs) :

KNOWLEDGE

Knowledge of civil procedure and asset forfeiture. Understanding of the attorney / client relationship including the need for confidentiality and discretion.

Knowledge of agency programs, management philosophy, mission and goals.

Knowledge of the principles and practices of administration and organization, including office management and supervision.

Knowledge & comprehension of federal grants, grant applications, grant reporting, accounting principles, budget and financial process and procedures.

General knowledge of data compilation and analysis.

General knowledge of project management principles, including fiscal management and budgeting.

General knowledge of process improvement methodologies.

Knowledge of terminology, practices and procedures of modern law offices.

Knowledge of the sequence of legal actions in prosecutions sufficient to answer detailed inquiries from judicial staff, law enforcement, counsel or the public with accuracy.

Knowledge of various computer programs, including but not limited to MS Office software.

SKILLS

Skill in oral and written communication.

Skill in gathering, organizing and analyzing facts and drawing logical conclusions.

Skilled in researching and extracting information from statutes, codes, legal documents and court decisions.

Skill in problem solving.

Skill in budgetary and mental computation.

Skill in interpersonal relations and the ability to work with a variety of individuals.

Skill in computer automation for querying reports.

Skill in complex document composition and production.

Skill in docketing and monitoring legal deadlines

Skill in transcribing.

ABILITIES

Ability to foster, support and build professional relationships with others.

Ability to do difficult analytic work.

Ability to write and speak with clarity and effectiveness.

Ability to understand the attorney / client relationship including the need for strict confidentiality and discretion.

Ability to work effectively with all co-workers, and Division employees and outside contacts.

Ability to independently prioritize and manage multiple tasks.

Ability to maintain detailed and accurate files and records.

Ability to adapt to and support a changing work environment.

Ability to use good judgment in recognizing the scope of authority.

Ability to analyze and resolve issues.

Ability to supervise.

Ability to effectively communicate orally and in writing.

Selective Preference(s) :

Ideal candidate must have criminal prosecution experience. Supervisory experience preferred.

Pre-Employment Requirements :

• Travel is required for this position. A valid Arizona Driver’s License is required, along with consent to have your driving record run periodically.
• All applicants under serious consideration for hire with the Attorney General's Office are required to be fingerprinted by the Office and complete a criminal background check through State and Federal agencies.

A job offer cannot be tendered until the candidate has successfully passed the initial background check. Your record does not automatically constitute a bar to employment.

Factors such as, but not limited to, age at time of offense and age of offense, as well as the relationship between the offense and the job for which you apply will be taken into account.

If this position requires driving or the use of a vehicle as an essential function of the job to conduct State business, then the following requirements apply :

All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).

Benefits :

The Attorney General's Office offers a comprehensive benefits package to include :

Student Loan Assistance

Sick leave

Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster / adopted child (pilot program)

Vacation with 10 paid holidays per year

Health and dental insurance

Retirement plan

Life insurance and long-term disability insurance

Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance

Learn more about the Paid Parental Leave pilot program . For a complete list of benefits provided by The State of Arizona, please visit our

Retirement :

• Positions in this classification participate in the Arizona State Retirement System (ASRS).
• Please note, enrollment eligibility will become effective after 27 weeks of employment.
20 days ago