Administrative Specialist II - Prosecuting Attorney

Please Note: This is a continuous job posting and will remain open until a sufficient number of qualified applications are received. The posting may close at any time without notice. Applicants are encouraged to apply as soon as possible to ensure consideration.

• Excellent medical, dental, and vision insurance
• Generous vacation and sick leave starting on day one
• 11 paid holidays annually
• Participation in one of the Nation's best state retirement systems which includes 11.96% employer contribution
• 457(b) deferred compensation plan with up to 3% county match, plus a 401(k)
• Paid parental leave, life insurance, and robust wellness programs
• Ongoing training opportunities and career pathing
•  The Ada County Prosecutor’s Office is a qualifying employer under the Federal Public Loan Forgiveness (PSLF) program (certain conditions apply).   Student loan forgiveness eligibility
  
  

POSITION GENERAL SUMMARY:

Provides technical and administrative assistance to the Ada County Prosecutor and staff.  Greets guests, visitors, and callers, in person and telephonically, providing department-related information and/or directing them to appropriate offices or staff members.   Performs a variety of operational tasks and related work as required.  This position is located in the Ada County Prosecuting Attorney’s Office.

DISTINGUISHING FEATURES:

An Administrative Specialist II performs moderately complex and varied work under general supervision and according to pre-defined guidelines. The incumbent resolves operational matters in a variety of media while maintaining a high level of professionalism and confidentiality. 

• Resolves inquiries from individuals in person, by telephone, and via correspondence by operating multiple computer programs simultaneously;
• Types letters, memoranda, reports and other materials from templates or rough drafts;
• Drafts, proofreads and edits routine correspondence;
• Sorts, indexes and files materials alphabetically, numerically or by other predetermined classification; 
• Performs data entry into Ada County Prosecutor Case Management System and/or other systems as required;
• Maintains statistical data relevant to the assigned department;
• Manages daily/weekly calendars and schedules meeting and appointments;
• Ability to safely operate a county vehicle (passenger car) in order to facilitate delivery of documents, files and/or records;
• Lift and organize boxes and files;
• E-file and serve court documents;
• Drafts basic legal pleadings;

• Operates a web-based central phone agent console to receive and route a high volume of calls;
• Receives, records and transmits telephone messages to appropriate parties;
• Greets and directs guests and visitors to appropriate offices, locations or staff members;
• Screens calls to control access to staff;

• Monitors and escorts visitors per security requirements;
• Receives and distributes incoming/outgoing paperwork and digital filings from various departments and agencies to appropriate parties;
• Serves as a liaison between the prosecutor’s office and other agencies to answer questions, provide information and help resolve issues;
• Processes new criminal cases and ensures they are accurately tracked and assigned.

ADDITIONAL FUNCTIONS: 

• Three years of previous experience;
• High school diploma or equivalent; 
• Excellent written and verbal skills;
• Proficient with MS Word, PowerPoint, Adobe and Excel;
• Skill typing accurately at least -50 wpm;  
• Ability to exercise a high level of professionalism;
• Ability to organize projects and develop timelines and schedules;
• Ability to maintain highly confidential material and use discretion in handling office affairs;
• Ability to exercise independent judgment; 
• Ability to develop, prepare and maintain accurate records and files; 
• Ability to analyze data and make decisions in accordance with laws, ordinances, regulations, and departmental policies and procedures; 
• Ability to work independently, exercise good judgment, take initiative, handle sensitive information in a confidential manner, focus on multiple-projects and meet deadlines;
• Ability to interact and maintain effective working relationships with other employees, elected officials, department heads and the general public.

OTHER REQUIREMENTS:

• Ability to learn the function and mission of various parts of the Prosecuting Attorney's Office;
• Ability to work closely with law enforcement and court personnel;
• The incumbent is subject to a criminal records check and fingerprinting;
• Adherence to the Code of Ethics for legal professionals is expected;
• The incumbent is expected to maintain working knowledge and flexibility of computers and other office equipment, i.e., Fax machines, copiers, scanners, telephones;
• Must possess and maintain a valid driver license.

• Work is performed primarily in an office environment and the employee in this class is subject to inside environmental conditions;
• May be required to lift up to 30 lbs.;
• Requires sufficient personal mobility and physical reflexes, which permits the employee to function in a general office environment to accomplish tasks.