Administrative Assistant

Summary: The Colorado State Public Defender is a leading organization specializing in indigent criminal defense. They are seeking an entry-level Administrative Assistant responsible for performing routine clerical and receptionist duties in a fast-paced environment, assisting clients and managing case files. Responsibilities: - Performs general reception duties including answering phones with multiple lines. Screens calls, takes messages and refers callers to the appropriate person, office or agency. Greets and assists onsite visitors such as, clients, coworkers, and other agency personnel. Provides general information such as, name of appointed attorney and scheduled court dates. Maintains the reception area - Checks the main voice mail and email inbox for the office frequently during scheduled work hours. Responds to, or forwards voice and emails to appropriate person, office or agency - Assists persons applying for representation by a public defender. This includes explaining the application process and ensuring the person is able to submit completed documents. Reviews applications and verifies for completeness in accordance with eligibility guidelines. Processes applications in accordance with State and Regional Office policies - Opens, enters data and updates, and may close client files in the online case management system. Moves hardcopy files to/from the closed file room in accordance with policy and procedure - Uses court or local jurisdiction internet sites to search client case information - Processes incoming and outgoing mail and performs routine clerical tasks such as, copying, printing, sorting, and distributing forms and documents - Makes weekly courthouse runs to pick-up digital and hardcopy discovery files when e-filing is not available - Uploads large volumes of electronic documents, files and media into the online case management database. Scans and uploads hardcopy documents - Attends meetings and trainings as required - Performs other administrative duties as assigned Required Qualifications: - Graduation from high school or equivalent required - Knowledge of English language, grammar, and punctuation - Knowledge of basic math (addition, subtraction, multiplication and division) - Knowledge of standard software applications such as, Microsoft Office Word, Excel, internet browsers and e-mail - Strong client facing service focus - Ability to maintain client and office confidentiality - Ability to complete multiple tasks and assignments with frequent interruptions - Standard software applications such as, Microsoft Office Word, Excel, Power Point, internet browsers and e-mail - Ability to learn and utilize Adobe Acrobat - Ability to develop and maintain effective working relationships with co-workers, court personnel, clients and client families, and public from diverse backgrounds - Operation of common office tools and equipment such as calculators, desktop computers, printers, photocopiers, and fax machines - Effective communication, verbal and written, sufficient to exchange or convey information; includes receiving work direction - Employees must be able to meet the physical demands of the job, with or without reasonable accommodation - Light Work: Exerting up to 20 pounds of force occasionally and/or up to 10 pounds of force frequently, and/or a negligible amount of force constantly to move objects - Occasionally required to stoop and kneel - Ability to sit for extended periods of time - Talking and hearing - Reaching with hands and arms, using hands and fingers Preferred Qualifications: - Client/customer service experience in a fast-paced environment - Basic clerical and administrative skills such as, data entry, uploading electronic files, managing files/records, and answering phones - Training or experience that provided a knowledge of court systems and legal terminology - Experience working in an environment serving indigent populations - Spanish-speaking skills Required Skills: Microsoft Office Word, Microsoft Office Excel, Microsoft PowerPoint, Internet browsers, Adobe Acrobat, Data entry, File management, Phone answering, Legal terminology, Court systems knowledge, Client facing service focus, Spanish language Benefits: Medical Insurance, Basic Vision Insurance - included with medical plans, Dental Insurance, State Paid Life Insurance, State Paid Short-Term Disability, FSA – Healthcare and Dependent Care, HSA Plan with Employer Contribution, Generous Paid Time Off & Sick Leave, Flexible Schedules, 11 paid holidays, Access to Mental Health and Well-Being Resources, Colorado PERA, 401(k) and 457 Supplemental Retirement Plans