Job Details

Administrative Specialist II

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.

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.

Essential Functions

• 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.

Job Requirements

• 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 Environment & Physical Demands

• 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.