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Office Assistant Specialized
Ref No.: 17-02859
Location: Phoenix, Arizona
Position Type:Contract
Experience Level: 3 Years
Start Date: 07/14/2017
Position Description: The purpose of the Justice System Translation Interpretation Services (JSTIS) Clerk position is to provide complex, journey level support in order to achieve the division’s strategic goals and objectives, as well as provide the support necessary to fulfill legally mandated activities. Pay rate: $16.00

Skills Required: Monitors Court Calendars to assist Interpreter Supervisor with prioritization of case management • Schedules staff interpreters and contract interpreters for events • Prepares daily schedules and posts electronically for the division • Assists Interpreters with the scheduling, coordination, and tracking of transcription and translation requests • Maintains service request log • Researches languages for cases involving non-English speaking individuals to gain information regarding language/dialects spoken in order to facilitate the identification of a rare language interpreter. • Collaborates with procurement representatives to identify and process contract interpreters, and the transcription and translation of lesser used or rare languages. • Verifies accuracy of invoices to services requested from vendors and that vendors comply with contractual obligations and County accounting policies. • Processes and distributes incoming mail. • Responds to inquiries from Public Defense Offices, the Maricopa County Attorney’s Office, Judicial and Superior Court staff, service providers and contractors • Collects various unit statistics and enters data on appropriate spreadsheets and collection tools. • Serves as department receptionist answering phones, distributing mail, greeting visitors, etc. • Provides specialized support to the department staff. • Assists supervisor with various special projects and performs other duties as assigned.

Skills Preferred: Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, transcription, designing forms, and other office procedures and terminology. • Knowledge of principles and processes for providing customer and personal services including customer needs assessment, meeting quality standards for services and evaluation of customer satisfaction. • Skilled in the operation office equipment including, but not limited to, typewriter, dictation or transcribing equipment, calculator, fax machine, printer/copier and computer terminal. • Skilled in service orientation by actively looking for a means to assist internal and external customers • Skilled in verbally communicating with others to convey information effectively • Ability to accurately prepare and maintain records, files and reports • Ability to maintain records of materials, supplies, time and work performed. • Ability to speak clearly, concisely and in an organized manner, which includes using proper pace, volume and grammar • Ability to provide support for services provided to others, departments and members of the public • Ability to use effective time management skills to handle multiple tasks at one time with numerous interruptions • Ability to follow through on tasks to ensure completion • Ability to compile and organize data and results in a concise format • Ability to establish and maintain constructive and cooperative working relationships with individuals from the public, all levels of the organization and Elected Officials

Experience Required: Monitors Court Calendars to assist Interpreter Supervisor with prioritization of case management • Schedules staff interpreters and contract interpreters for events • Prepares daily schedules and posts electronically for the division • Assists Interpreters with the scheduling, coordination, and tracking of transcription and translation requests • Maintains service request log • Researches languages for cases involving non-English speaking individuals to gain information regarding language/dialects spoken in order to facilitate the identification of a rare language interpreter. • Collaborates with procurement representatives to identify and process contract interpreters, and the transcription and translation of lesser used or rare languages. • Verifies accuracy of invoices to services requested from vendors and that vendors comply with contractual obligations and County accounting policies. • Processes and distributes incoming mail. • Responds to inquiries from Public Defense Offices, the Maricopa County Attorney’s Office, Judicial and Superior Court staff, service providers and contractors • Collects various unit statistics and enters data on appropriate spreadsheets and collection tools. • Serves as department receptionist answering phones, distributing mail, greeting visitors, etc. • Provides specialized support to the department staff. • Assists supervisor with various special projects and performs other duties as assigned.

Education Preferred: Preferred education and/or experience: Experience working with business services contractors and vendors. Experience working in a legal office or court related environment. Experience working in a records retention environment that involved preservation of public records. Preferred training, certifications and/or other special requirements: Proficiency with Microsoft Office Suite including Excel, Word, SharePoint and Outlook. Proficiency with court or legal case management tracking software such as iCIS, Justware, etc. Knowledge of languages and their origins. Knowledge of statistics and data analysis principles and practices. Knowledge of court rules and/or procedures; particularly those that relate to the preservation of the court record.

Additional Information: Working conditions: Work is performed indoors in a business office environment. Job requires the ability to be thorough in completing work tasks and giving attention to detail; honest and ethical; reliable, responsible, and dependable in fulfilling obligations. Tasks require the use of precise dexterity. Ability to lift floor to waist (25 pounds). Ability to lift waist to shoulder (15 pounds). Ability to lift shoulder to overhead (10 pounds). Ability to carry a distance (50 feet) (15 pounds). Ability to push/pull a distance (360 feet) (60 pounds).