ADMINISTRATIVE ASSISTANT

Job Summary :

The Arizona Attorney General’s Office Criminal Division / Special Investigations Section is seeking an Administrative Assistant. This position will :

• 1. The position must respond to the public by answering and fielding incoming calls; answer inquiries concerning raffling & gambling questions, review and distribute incoming mail;
• perform a variety of complex administrative support duties such as drafts, bates labeling, create / modify / close case files;
• photocopy, fax, scan and shred confidential legal documents; arrange, file, and sort documents and case files; compile and archive closed investigative files;

order supplies and maintain office supply room; perform mathematical calculations; research files to obtain specific information, and assist in purchase order requisitions.

2. Position will input data into the AGO Case Management System(s) and other various Access databases and will require usage of various computer programs used to obtain confidential law enforcement information.

3. Position will perform a wide variety of specialized law enforcement support duties involved in assisting the Law Enforcement Administrator, Special Agent Supervisors and Special Agents including but not limited to running criminal histories, compilation of investigative information through a variety of investigative tools, transcription of confidential interviews, and archive dated material.

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

Job Duties :

Perform administrative tasks; answer phone, type reports, correspondence, memos, photocopy, bates stamp, and shred confidential file documents.

Answer, screen and direct incoming calls and mail to the appropriate individuals or areas. Transcribe and proofread transcripts for various confidential investigative files.

Coordinate and complete surplus inventory services for the Section.

Perform electronic data entry and updating of Disposition Reports (criminal histories). Research aged cases regarding accuracy.

Communicate with court staff and / or Arizona Department of Public Safety Criminal History and / or Maricopa County Sheriff's Office AFIS Division.

Complete case matter criminal histories, asset traces, location verification, DES reports, CLEAR reports and compile investigative results by use of law enforcement databases.

Assist agents and administrative staff with ThoughtSpan Case Managment System.

Assist on Special Projects for administrative staff, Chief Special Agent, Supervisors and Special Agents.

Other duties as assigned as related to the position.

Knowledge, Skills & Abilities (KSAs) :

KNOWLEDGE

Knowledge of the Arizona Criminal Justice Information System.

Knowledge of federal and state statutes relating to the Arizona Criminal Justice Information System.

Knowledge of the principles and practices of complex office and clerical procedures.

Considerable data entry experience and knowledge.

Knowledge of technical legal terms.

Substantial working knowledge of various computer programs, software and applications.

SKILLS

Good organizational skills.

Skilled in operating computer / keyboard and various office equipment.

Proficient in data entry skills

Skill in oral and written communication.

Skill in composing correspondence and legal documents.

Grammar, punctuation, spelling, basic editing, formats of a wide variety of legal documents.

Skill in docketing and monitoring legal deadlines.

ABILITIES

Ability to deal with the public using the appropriate tact, resourcefulness, and alertness.

Ability to make decisions regarding sequence and priority of assigned tasks.

Ability to sort, arrange, and file documents within proper case file.

Ability to type 45 wpm with minimal errors.

Ability to maintain confidentiality concerning criminal histories and case information on legal files of the Attorney General’s Office.

Ability to be self-initiated, pro-active problem solver with the ability to multi-task while maintaining attention-to-detail.

Ability to plan and organize a heavy workload under some pressure conditions.

Ability to gather and summarizes data and compose reports.

Selective Preference(s) :

Experience working with law enforcement personnel and knowledge of criminal justice. Must have strong general office practice and organizational skills.

Pre-Employment Requirements :

• Must be Terminal Operator Certified (TOC) or obtain certification through our office within thirty (30) days of hire date.
• 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 Special Investigations Section staff applicants under serious consideration for hire with the Attorney General's Office are required to be fingerprinted, complete a criminal background check and pass a polygraph test.

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.
29 days ago