Administrative Staff Specialist - Onsite
Required skills
- High School diploma
- GED
- administrative experience
- court management system
- iCIS
- OnBase
- eFile
- Microsoft Outlook
- Microsoft Word
- Microsoft Excel
Nice to have
- Bilingual
- Spanish
- English
- courtroom settings
- legal research methods
- court operations
Role summary
The Judicial Branch is seeking an Administrative Staff Specialist for its Superior Court in Phoenix, AZ. This onsite role provides essential administrative and operational support within a courtroom setting, ensuring the smooth functioning of court proceedings. Responsibilities include preparing courtrooms, managing e-courtroom equipment, performing data entry in the court management system (iCIS), processing cases, scheduling hearings, and communicating with a diverse range of individuals including the public, attorneys, and judicial staff. The position requires a High School diploma or GED, three years of progressive administrative experience (preferably in a court/legal environment), and proficiency with Microsoft Office Suite and court systems. The ideal candidate will possess strong communication, prioritization, and collaboration skills, and must pass a background check and comply with courthouse security protocols. Bilingual Spanish/English skills and prior courtroom experience are preferred.
Position Overview:
- Provide administrative and operational support in a courtroom setting within the Judicial Branch.
- Maintain order and integrity of court proceedings, supporting judicial officers and court staff.
- Interact with the public, attorneys, law enforcement, and agency staff to facilitate court operations.
Key Responsibilities:
- Prepare and manage courtroom for hearings and proceedings, coordinate with Courtroom Clerk.
- Operate and troubleshoot e-courtroom equipment (digital recorders, electronic fingerprint equipment, etc.).
- Perform real-time data entry and updates in the court management system (iCIS).
- Prepare court files, calendars, and review documentation for completeness and compliance.
- Assist with case processing, scheduling hearings, and distributing court calendars.
- Communicate effectively with litigants, victims, attorneys, and court personnel.
- Support Judicial Officers and Judicial Assistants with calendar management and other tasks.
- Collaborate with other divisions and assist during emergencies or as needed.
Required Qualifications:
- High School diploma or GED.
- Three (3) years progressively responsible administrative experience (preferably in a court/legal environment) OR equivalent combination of education and experience.
- Proficiency with Microsoft Outlook, Word, Excel, multi-line phones, fax/copiers, and familiarity with court systems (iCIS, OnBase, eFile).
- Ability to communicate professionally, prioritize tasks, and work collaboratively.
- Pass background check and fingerprinting; comply with courthouse security protocols.
Preferred Qualifications:
- Bilingual in Spanish/English.
- Experience in courtroom settings.
- Knowledge of legal research methods, court operations, and state rules/regulations.
Working Conditions:
- Onsite at courthouse; daily security screening required.
- May involve sitting, standing, or walking for extended periods, lifting up to 20 lbs.
- Must be able to handle detailed tasks and communicate clearly.
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This summary concisely covers the primary duties, requirements, and working conditions for the role. Let me know if you need a more condensed or expanded version!
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