Administrative Specialist - Receptionist

Administrative Specialist - Receptionist

Do you enjoy being in a fast-paced environment and can easily juggle multiple projects? If that's you, apply to be our Administrative Specialist - Receptionist!

In this role, you will be responsible for providing superior customer service via the department's main phone lines and reception area, servicing the public, courts, law enforcement, and other government agencies. Utilizing your administrative skills, you will be providing exceptional principal reception duties to the County Attorney's Office.

If you are ready to make an impact in public service, don't hesitate—it's time to make your move.

About the Office of the County Attorney (MCAO)

We believe in integrity. We believe in justice for all. And we are proud to deliver high-quality prosecution, comprehensive victims' services, crime prevention programs, and more to the residents of Maricopa County. If you would like to utilize your talents and skills to stand up for Maricopa County, apply today and join our team!

Proud to Offer

• Work with a greater purpose
• Tuition reimbursement
• Exceptional work-life balance
• Opportunities for growth and development within Maricopa County
• Low-cost, high-value healthcare for you and your qualifying dependents
• Child care benefits, including access to our on-site center Maricopa County Kids Club, dedicated to serving Maricopa County families
• Paid vacation, sick time, and parental leave
• Extensive wellness program, including an incentive
• Enrollment in the Arizona State Retirement System, a defined retirement benefit requiring a 12% per paycheck contribution rate that includes a 100% employer match on Day 1
• Want to learn more about the County's Qualifying and Compensation Philosophy? Follow this link to learn more! Work With Us | Maricopa County, AZ

We Require

• Two years of experience performing office, administrative, and clerical duties
• High school diploma or GED
• Other combinations of education and experience may be considered in substitution for the minimum qualifications

Other Requirements

• The Maricopa County Attorney's Office requires a thorough background check of all successful candidates and is authorized to test prospective employees for the presence of illegally accessed drugs. Drug testing is conducted once an offer has been extended and prior to placement
• Must currently possess or have the ability to obtain a valid Arizona Driver's License at the time of hire
• May be required to obtain a Notary Commission

We Also Value

• Experience communicating with the public, government employees, and/or other law enforcement agencies verbally and in writing
• Bilingual (English/Spanish)

Job Contributions

• Directly receive evidence and intake from law enforcement. Officers drop off evidence that is to be routed to the assigned attorney. Staff must document the officer, badge #, and agency dropping off the evidence; must research where the case is assigned and who the DCA and Paralegal are; they must then notify the assigned DCA and Paralegal and request whether it is to be interoffice mailed to them or if they will come to the reception area to pick it up. When law enforcement brings items to that window, they are for the DCA and paralegals so they can be included in the Discovery process with the defense attorneys. The officer will give the receptionists either the departmental report number from their police agency to look up the case or the full name and date of birth of the suspect/defendant. With that information, the receptionist can look up the case and determine who should be alerted that the items were brought in. If the officers bring in supplemental reports from a case that has not yet been charged through the court, they bring that to the Central Intake window on the west side of the building.
• Independently research databases and information to provide to the public. Databases used for research and information include PBK, Karpel, iCIS, Superior Court sites, Justice Court sites, and Miscellaneous County and City sites.
• Answer complex questions about the criminal justice process and procedures (explain the process to the public or victims who have questions about the next step). Victims and witnesses call to ask if the police department has submitted their case and what the status is. They also ask what to expect next, who they can reach out to with more information, etc. Next of Kin call in requesting answers to their questions regarding the case in which their loved one was a victim. Probation officers call to ask for the assigned attorney and the status of the case. Defendants call in to ask for the status of their case and who can help them. Officers call in for the status of their case, whether they are needed in court, etc. We receive calls from people wanting their property released.
• Provide reception services telephonically and in person by promptly prioritizing multiple simultaneous requests and accurately providing the appropriate information, documents, and media to a variety of customers, including citizens, Court personnel, other County departments, law enforcement agencies, and defense attorneys.
• Promptly and professionally answer a multi-line telephone, determine the need of the caller/visitor, research the status of the case, and their role in the matter. Once that is determined, they must determine if our office is involved and can assist. At that point, they may transfer the call to the appropriate MCAO employee, record a message, or accurately respond to inquiries, but must always be mindful of the need to keep specific information confidential. If MCAO is not involved in their matter, they must determine the most appropriate agency that may assist. If they are unsure, they are to escalate the call to their immediate supervisor.
• Greet incoming visitors and determine if they have official business with our office. If they have an appointment, notify the designated MCAO staff member of their arrival in a timely manner. Request a form of identification and create a Visitor Badge. If they do not have business with our office, the receptionist must then determine who they should be directed to, i.e., defense counsel, the court, law enforcement, the law library, or request the Duty Detective to assist them with obtaining specific documentation that they may be entitled to.
• Utilize internal and external databases to access and retrieve case information and other information.
• Maintain knowledge of current high-profile cases and office issues to better respond to public inquiries or media requests.
• Work independently with minimal direct oversight from the Supervisor
• Scan a variety of legal documents and upload them into PbK case files to assist other Divisions as they prepare their criminal cases for prosecution. Also, provide additional assistance on special projects that may be time sensitive in the Reception area or other areas of the office
• Expedite the delivery of incoming postal mail, motions, and items delivered to our office from a variety of sources that may be time-sensitive and distribute them to the appropriate employee. Researching the status of the case or the jurisdiction the matter is being handled in is often required through a variety of electronic sources, i.e., Court websites, County department websites, ICIS, PbK, etc.
• Create, update, and maintain documents and reports as requested.
• Type, photocopy, scan, or fax miscellaneous documents as needed.
• Attend regular office press conferences to become familiar with the current messages being shared by our County Attorney with the media on cases of interest.

Working Conditions:

• The work environment is in a high-volume, fast-paced office setting
• Requires long periods of sitting while completing computer activities
• Ability to travel to and from various county locations for meetings and training, utilizing personal or county vehicles
• Ability to lift and/or move up to 20 pounds

Selection Procedure

• Consideration will only be given to candidates who submit online applications
• Candidates will be contacted primarily through email and their Workday online application profile
• Must pass a pre-employment background and/or fingerprint investigation as required by statute or policy, including drug and alcohol testing requirements for positions designated as safety-sensitive

Maricopa County is an equal opportunity employer and is committed to providing equal employment opportunities to all applicants. If you require a reasonable accommodation during the application process or to perform the essential functions of the position under the Americans with Disabilities Act (ADA), please contact View email address on click.appcast.io to initiate the interactive process.