Administrative Assistant

Administrative AssistantWe are recruiting to fill an Administrative Assistant position for Colorado State Public Defender's regional trial offices. This is a full-time, entry-level Administrative Assistant position responsible for performing routine clerical and receptionist duties of a legal nature following established office procedures. Tasks are performed under direct guidance of an Office Manager or Supervisor while learning office and court procedures and case file management systems. Individuals must have strong interpersonal skills in order to successfully work with colleagues and court staff and to provide patient and compassionate service to indigent persons charged with criminal offenses. The work environment is fast-paced and has a high volume of telephone calls, client interactions and various interruptions. Individuals require the ability to multitask and perform tasks in a timely manner with accuracy and attention to detail.Primary duties and responsibilities include:Performs general reception duties including answering phones with multiple lines. Screens calls, takes messages and refers callers to the appropriate person, office or agency. Greets and assists onsite visitors such as, clients, coworkers, and other agency personnel. Provides general information such as, name of appointed attorney and scheduled court dates. Maintains the reception area.Checks the main voice mail and email inbox for the office frequently during scheduled work hours. Responds to, or forwards voice and emails to appropriate person, office or agency.Assists persons applying for representation by a public defender. This includes explaining the application process and ensuring the person is able to submit completed documents. Reviews applications and verifies for completeness in accordance with eligibility guidelines. Processes applications in accordance with State and Regional Office policies.Opens, enters data and updates, and may close client files in the online case management system. Moves hardcopy files to/from the closed file room in accordance with policy and procedure.Uses court or local jurisdiction internet sites to search client case information.Processes incoming and outgoing mail and performs routine clerical tasks such as, copying, printing, sorting, and distributing forms and documents.Makes weekly courthouse runs to pick-up digital and hardcopy discovery files when e-filing is not available.Uploads large volumes of electronic documents, files and media into the online case management database. Scans and uploads hardcopy documents.Attends meetings and trainings as required.Performs other administrative duties as assigned.Minimal educational and professional qualifications include:Graduation from high school or equivalent required. No prior experience required.Knowledge of English language, grammar, and punctuation.Knowledge of basic math (addition, subtraction, multiplication and division);Knowledge of standard software applications such as, Microsoft Office Word, Excel, internet browsers and e-mail.Preferred qualifications include:Client/customer service experience in a fast-paced environment;Basic clerical and administrative skills such as, data entry, uploading electronic files, managing files/records, and answering phones;Training or experience that provided a knowledge of court systems and legal terminology;Experience working in an environment serving indigent populations;Spanish-speaking skills.Employees must be able to perform the essential functions of the job, with or without reasonable accommodation. Unless otherwise stated, all job duties are considered essential functions.Knowledge:Knowledge of English language, grammar, and punctuation.Knowledge of basic math (addition, subtraction, multiplication and division);Knowledge of standard software applications such as, Microsoft Office Word, Excel, internet browsers and e-mail.Skills:Strong client facing service focusAbility to maintain client and office confidentiality;Ability to complete multiple tasks and assignments with frequent interruptions;Standard software applications such as, Microsoft Office Word, Excel, Power Point, internet browsers and e-mail;Ability to learn and utilize Adobe Acrobat;Ability to develop and maintain effective working relationships with co-workers, court personnel, clients and client families, and public from diverse backgrounds;Operation of common office tools and equipment such as calculators, desktop computers, printers, photocopiers, and fax machines;Effective communication, verbal and written, sufficient to exchange or convey information; includes receiving work direction.Physical requirements include:Occasionally required to stoop and kneel;Ability to sit for extended periods of time;Talking and hearing;Reaching with hands and arms, using hands and fingers.