Administrative Assistant

Administrative Assistant

We are recruiting to fill an Administrative Assistant position for Colorado State Public Defender's regional trial office located in Sterling. 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 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:

• 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 the name of the 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.

Minimum Qualifications, Substitutions, Conditions of Employment & Appeal Rights:

• 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 email.

Preferred Qualifications:

• 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.

Non-Discrimination:

The Office of the Colorado State Public Defender provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, national origin, gender, age, sexual orientation, gender identity, religion, disability, marital status, or other protected status, in accordance with applicable federal, state, and local laws. Consistent with this commitment, our agency will assist individuals who have a disability with any reasonable accommodation requests related to employment, including the application and selection process. If you have a disability and require reasonable accommodation, please contact Ashley Caudle at ADARequest@coloradodefenders.us