This position independently performs administrative functions for the Department of Public Defense. The Administrative Assistant will be responsible for handling confidential and sensitive information, as well as keeping accurate report files and provide budget oversight. The position reports to the Public Defense Coordinator.
- Assists the Public Defense Coordinator in developing protocol and coordinating efforts of all data collection, organization, retrieval and record retention for the Public Defense Department.
- Establishes and maintains a Public Defense case management record keeping system for collective statistics throughout the department. Compiles, prepares and produces monthly, quarterly and annual indigent defense reports.
- Prepare statistical information to Coordinator at a moment’s notice.
- Assists in the calculation of the monthly budget and verification of payments and reimbursements.
- Prepare monthly vouchers, payroll and financial records for office.
- Assists the Public Defense Coordinator in coordinating continuing education for contracted attorneys.
- Develops, maintains and updates Policy & Procedure Manual – to include: documenting all steps, stages and procedures for the policy manual.
- Provides assistance in greeting the public and answering the telephone, directing questions to appropriate person or department, and answering questions regarding public defense, access to justice and court hearings.
- Maintains inventory of office supplies and orders additional supplies when needed.
- Effectively communicates orally and in writing; prepares all office forms; administrative correspondence documents, including proposals and reports.
- Performs a variety of administrative support that is highly confidential and sensitive;creates and maintains sensitive files, forms and documents for the Department; conducts research, compiles, assimilates, and prepares confidential and sensitive documents for appropriate signatures.
- Assists with compiling information for Public Record Requests. Prepares and fulfills requests for management.
- Responsible for monitoring and indexing Indigent Defense Contract obligations.
- Creates and maintains good relations with fellow employees and the general public.
- Performs other duties as assigned.
- High School Diploma or GED.
- Two (2) year degree to include courses in accounting. Applicable experience may be substituted.
- Two (2) years office experience, preferably in accounting, banking, and/or criminal justice.
- Washington State Driver’s License.
- Must pass a criminal background check.
KNOWLEDGE, SKILLS & ABILITIES:
- Proficient knowledge of organization and problem solving methods;
- The ability to follow, apply, interpret, and explain instructions and/or guidelines.Using sound judgment in evaluating situations, making decisions and prioritizing projects.
- The ability to communicate effectively with the Public Defense Coordinator, other administrators, staff, customers, clients and the public;
- The ability to work well with others in a collaborative professional manner;
- The ability to access information from Washington State Administrator of the Courts; working knowledge of State information management software including: Odyssey, (JIS/JCS/BOXI/SAW; acts as liaison with the State of Washington in updating the system; Maintains and updates a current list of users and verifies the accuracy of information processed with the ability to keep users current.
- Knowledge of and ability to review, proofread and edit documents prepared for management signatures;
- Knowledge of the organization and composition of letters, minutes, reports and spreadsheets;
- Knowledge of correct English and grammar usage;
- The ability to follow written and oral instructions and to communicate clearly and concisely, both orally and in writing;
- Skilled in the use of Microsoft Office programs including Word, Excel, Outlook and Publisher; Adobe Acrobat.
- Knowledge of time management principles sufficient to meet the schedules and deadlines of the work area;
- The ability to determine work priorities, make decisions and take appropriate actions;
- The ability to use diplomacy and discretion when giving out information and referring or directing callers and visitors.
- The ability to learn new software applications and create easy access user manual.
For more information, including how to apply, click here.