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The original item was published from 3/23/2022 8:46:24 AM to 3/23/2022 8:46:53 AM.

News Flash

Career Opportunities

Posted on: March 23, 2022

[ARCHIVED] ADMINISTRATIVE SPECIALIST – LEGAL PROSECUTION SERVICES

City Hall (1)

The City of Moscow is looking for a highly motivated, positive person to join the Legal Department. All levels are welcome to apply as the City provides on the job career training to achieve higher levels of certification and promotions as employees advance.

We look for people who are committed to their community, and take pride in providing a crucial service for their neighbors. The nature of this work requires attention to detail, a good work ethic, the ability to work well with a team, and a desire to learn and grow in a dynamic and exciting profession. We will gladly train and educate the right candidate.  

Basic Function

Administrative Specialist positions provide administrative assistance to a department or division to coordinate daily efforts with minimal supervision. Administrative Specialist positions in different departments or divisions may have tasks that vary widely, while overall responsibilities are very similar. Typical responsibilities include broad administrative support as required, data entry, accounting, reporting, research, and special projects as assigned. Accuracy, attention to detail, and the ability to coordinate and communicate effectively and provide exceptional internal and external customer service are required of all Administrative Specialists.

Distinguishing Characteristics

Under the direction of the City Prosecutor, perform a variety of administrative and victim-coordinating duties, including managing the City Prosecutor’s calendar, creating and maintaining all criminal casefiles (both physical and electronic), redacting and sending all legal Discovery to defense attorneys and defendants, contacting victims regarding restitution, notifying crime victims of their rights in cases, communicating with crime victims regarding case updates, communicating regularly with court clerks to address unresolved cases, communicating regularly with Moscow Police Department for follow-up on cases, filing a variety of motions and materials with the Court through the Odyssey system, drafting and filing Complaints and Probation Violations, ensuring subpoenas and summons are sent for evidentiary court hearings, providing support and coverage for department paralegal position.

Essential Functions

  • Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.
  • The incumbent shall work well under pressure; meeting multiple and sometimes competing deadlines.  
  • The incumbent shall maintain composure in a variety of settings while managing customer requests.
  • The incumbent shall at all times demonstrate cooperative behavior with colleagues, supervisors, and members of the public.
  • As a dependable and disciplined self-starter, manage routine and advanced duties for the assigned department or division to ensure the efficient and smooth day-to-day operation of the department or division.  
  • Manage administrative requests and queries for the assigned department or division; examples of responsibilities include (but are not limited to) organize files, create correspondence, prepare reports, memos and other documents, manage calendars to schedule appointments, sort mail, prepare invoices, reconcile accounts, make travel arrangements, receive and process payments, coordinate meetings and events, and offer general staff support, track office projects and maintain related files and records; develop and maintain extensive filing systems and computerized systems to maintain records and data.
  • Prepare a variety of statistical, financial and narrative reports and records as necessary; such tasks may include but are not limited to maintaining and monitoring departmental budget as directed, time records, and data entry and reporting.
  • May be requested to serve as a Deputy City Clerk to provide staff support and clerical and administrative assistance to boards, commissions, and committees as directed; take and transcribe detailed minutes; prepare reports, agendas, correspondence and other materials as assigned.
  • Perform a variety of receptionist duties; provides general information on departmental processes, procedures, projects, etc. or refers to an appropriate staff member.
  • Use excellent oral and written communication skills, serve as the initial point of contact, answer phones and greet external customers and internal customers or staff; be a reliable resource for all department or division staff and activities to efficiently manage information flow.
  • Review forms, data and other information and documents to ensure accuracy and conformance with established procedures and/or policies.
  • Exercise good judgment in all matters including maintaining confidentiality as appropriate in all responsibilities and tasks.
  • Assist staff with special projects as assigned; research projects as assigned; coordinate communications with other departments, agencies, civic groups and cities as assigned.

Supervisory Functions

None

Education and Experience

  • Graduation from high school.
  • Course work in office management, secretarial or computer training.
  • Two (2) years increasingly responsible secretarial or administrative office support experience.

Licenses and Certifications

  • Valid Driver’s License
  • Clean background check

Competencies

  • Knowledge Skills Behavior
  • Financial and statistical record-keeping techniques.
  • Modern office practices, procedures and equipment.
  • Operation of a personal computer and data entry and database management techniques for record maintenance and report generation.
  • Correct English usage, grammar, spelling, punctuation and vocabulary.
  • Interpersonal skills using tact, patience and courtesy.
  • Excellent verbal and written communication skills.
  • Operate a variety of office equipment and software specific to the department or division the position serves.
  • Ability to learn and manage processing requirements and procedures for public documents.
  • Ability to learn and manage governmental budget preparation and control techniques.
  • Ability to learn applicable laws, codes, regulations, policies and procedures related to assigned area.

 

Software

  • Microsoft Word
  • Microsoft Excel
  • Microsoft Outlook
  • Microsoft PowerPoint
  • Microsoft Access
  • CivicPlus CMS
  • WatchGaurd
  • Spillman

Work Environment

Office setting

Physical Demands

  • Sitting and viewing a computer monitor for extended periods of time.
  • Dexterity of hands and fingers to operate a typewriter and computer keyboard.
  • Reaching overhead, above the shoulders and horizontally.
  • Bending at the waist.
  • Walking.
  • Lifting light objects weighing up to twenty (20) pounds.
  • Hearing and speaking to communicate and provide information to others.

Travel

None

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

Affirmative Action/EEO statement 

The City has an equal employment opportunity policy.  The City will not discriminate against an applicant for employment, which includes discrimination on the basis of race, color, gender, religion, sex (including pregnancy), national origin, physical or mental disability, age, marital or familial status, sexual orientation, and gender expression or identity.

Miscellaneous Information

The City offers a benefits package that includes paid health, dental, vision and life insurance. Additional benefits include an annual Voluntary Employees’ Beneficiary Association Health Reimbursement Account or Health Spending Account contribution, Flexible Spending Account, supplemental life, and other supplemental voluntary medical options. The City provides paid sick and vacation leave; eleven paid holidays per year and inclusion in the Public Employees Retirement System of Idaho (PERSI). The City of Moscow is a qualifying employer under the Public Service Loan Forgiveness Program. The City of Moscow is an equal opportunity employer and will accord a preference in employment to eligible veterans.

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