Administrative Assistant II

About The Company

The Arizona Supreme Court, through its Administrative Office of the Courts, is dedicated to ensuring the effective administration of justice across the state. The Court provides a fair, accessible, and efficient judicial system that upholds the rule of law and protects the rights of all individuals. As part of its mission, the Court offers various programs and services aimed at supporting vulnerable populations, including dependent children and families involved in the foster care system. The organization values diversity, inclusion, and equal opportunity, fostering a collaborative environment where employees can grow professionally while making a meaningful difference in the community.

About The Role

The Administrative Assistant II position is a vital role within the Dependent Children’s Services division, specifically supporting the Foster Care Review Board (FCRB) Program. This role is responsible for providing comprehensive administrative support to ensure the smooth operation of the foster care review process. The successful candidate will serve as the primary point of contact for incoming communications, manage case documentation, and facilitate the organization of review meetings. The role requires a detail-oriented individual capable of handling multiple administrative tasks efficiently while maintaining confidentiality and professionalism. This position offers an opportunity to contribute to a meaningful cause by supporting the review and oversight of foster care cases, ultimately promoting the well-being of children in foster care. The position may also offer a hybrid-telework schedule after the initial three months of employment, subject to performance and organizational needs.

Qualifications

• High school diploma or GED equivalent
• Minimum of three years of experience in a full-function office environment
• Excellent verbal and written communication skills
• Proficiency in personal computer skills, including Zoom, email, calendaring systems, and word processing software
• Ability to respond promptly to last-minute requests and adapt to changing priorities
• Strong organizational skills with a focus on maintaining accurate administrative files
• Ability to handle sensitive information with confidentiality
• Experience in phone screening and routing calls accurately
• Ability to work independently within established guidelines and protocols
• Authorized to work in the United States on a full-time basis

Responsibilities

• Serve as the primary contact for incoming calls and correspondence related to the Foster Care Review Board Program
• Process incoming paper and electronic mail from various sources and electronic inboxes
• Register children and upload case documentation into the electronic file management system
• Distribute reports and case updates to relevant stakeholders
• Research minute entries and case information to support review processes
• Assist the Program Specialist in coordinating and facilitating FCRB reviews and meetings
• Manage administrative tasks as needed, including scheduling, filing, and data entry
• Maintain confidentiality and security of sensitive case information
• Provide reception coverage, screening, and routing of incoming phone calls
• Support the overall efficiency and organization of the program's administrative functions

Benefits

• Accrued vacation pay and sick leave
• Ten paid holidays annually
• Health and dental insurance coverage
• Participation in the Arizona State Retirement System (ASRS)
• Life insurance and long-term disability insurance
• Optional benefits including short-term disability insurance, deferred compensation plans, and supplemental life insurance
• Flexible work arrangements, including potential hybrid-telework schedules after three months of employment
• Opportunities for professional development and growth within the organization

Key skills/competency

• Administrative Support
• Confidentiality
• Organizational Skills
• Communication (Verbal & Written)
• Data Entry
• Scheduling
• Electronic Document Management
• Stakeholder Communication
• Customer Service
• Time Management