Administrative Specialist - City Court

Salary: $25.97 - $38.94 Hourly Location : Avondale, AZ Job Type: Full Time Department: City Court Opening Date: 03/11/2026 Closing Date: 3/25/2026 11:59 PM Arizona FLSA: Non-Exempt Job Description The City of Avondale is accepting applications for an Administrative Specialist in the City Court Hiring Range: $25.97 to $32.46Salary range is the entire compensation range for the position classification. The hiring range is an estimate of the compensation for the selected candidate. The actual salary offer will carefully consider a wide range of factors, including skills, qualifications, experience, education, licenses, and/or training. This position reports to the Court Administrator and provides specialized administrative support to the Court Administrator and the Presiding Judge. The role coordinates activities and special projects requiring independent judgment, discretion, and strict confidentiality. This position provides high-quality customer service to internal and external stakeholders while performing professional-level technical and administrative functions. Responsibilities include supporting administrative operations, including assisting pro tempore judges, data entry, centralized purchasing and receiving, inventory control, operational budget tracking and reporting, project research, and the preparation of financial and operational reports. The position also coordinates travel and training arrangements for assigned court staff. The position is responsible for providing administrative support to all court divisions and delivering excellent service to both internal and external customers. Essential Functions Provides specialized administrative support, including coordinating, scheduling, and participating in various meetings and court events. Provides specialized administrative support by coordinating and scheduling appointments, composing, editing, and finalizing letters, memos, reports, and agendas. Responsible for managing, opening, and sorting the judge's and the court administrator's mail and tracking items for signature. Tracks budget expenditures by verifying monthly expenses, monitoring invoices and purchase orders, managing ongoing payments, and recording purchase requisitions and orders. Assists internal and external customers and court constituents by managing escalated issues, including resident requests, and updates the Presiding Judge and Court Administrator on progress and outcomes. Receiving and responding to incoming calls, emails, correspondence, or in-person visits for the court administrator and the Presiding Judge. The incumbent is expected to represent the City Court in a professional, courteous manner. Provides administrative support by arranging and reconciling travel and procurement cards. Collaborates with the Finance & Budget Department to resolve issues and ensure timely invoice processing. Conducts court-related research, compiles data, creates reports and presentations, and provides recommendations for identified issues or trends Communicates and coordinates on workflow, operations, and support with the judge and court administrator to provide back-up as needed during working hours. Assists with the development, coordination, administration, and monitoring of the department's operations, including analyzing and updating data, reviewing case processes, and tracking department performance measures. Maintains and orders office supplies as needed. Maintains decorum of the City Court, including appropriate seasonal decorations and general upkeep and organization of the Court's office and storage space. Provides backup support for Court Clerk I & II functions, including processing civil traffic and default judgment cases. Maintains accurate records of charges filed in court cases and the disposition of each case (query, update, edit charges in court management system software). Prepares and scans documents and case files for archiving. Manages the pro tem judge schedules by creating weekend jail court calendars and ensuring appropriate judicial coverage during the Presiding Judge's leave, including holidays, vacation, sick, and training time. Minimum Qualifications A high school diploma or GED equivalency is required. An associate's degree in criminal justice, public administration, legal studies, or a related field is preferred. A minimum of three (3) years of progressively responsible experience in courtroom operations or specialized administrative environments with significant public interaction is required. In addition, one (1) year of advanced-level Court Clerk experience demonstrating independent judgment, technical proficiency, and the ability to manage complex court processes. Experience must include supporting executive or judicial administration goals, leading or coordinating departmental projects, and independently managing contracting and procurement processes in compliance with applicable policies and regulations. Proficiency in the use and administration of automated court case management systems is required. Administrative Supreme Court Order: obtain 16 CO-JET credits annually, Safepersonnel, and other mandatory training requirements. Must successfully pass a background investigation and drug screen. Must possess a valid Arizona Driver's license at the time of hire. Supplemental Information Work requires the ability to read procedures, reports, and correspondence. Work requires the ability to perform basic math calculations, including addition, subtraction, multiplication, and division. Work requires the ability to write correspondence, reports, and orders. Planning responsibilities include managing time. Monitors the department's budget and assists with annual budget preparation for specific budgets and expenses, including security equipment, invoices for other professionals, public defenders, interpreters, and security purchases. Reviews weekly purchase order reports for budget shortfalls and makes adjustments as needed. This position has no responsibility for the direction or supervision of others. Maintain strict confidentiality of all documents. Work is highly varied, involving the analysis and evaluation of many complex and significant variables. Organization-wide policies, procedures, or precedents are developed and/or recommended. The incumbent in this position has contact with others within the organization. These contacts may involve similar work units or departments within the City, such as the Police Department and the Finance Department, which may be involved in decision-making or providing approval or decision-making authority for purchases or projects. In addition, the incumbent works with individuals outside the city who may belong to professional or peer organizations. Working with various state and federal agencies may also be required of the employee. Vendors and suppliers may also be called upon for information on purchases, supplies, or products. Meetings and discussions may be conducted with customers, brokers, and sales representatives. Employee must maintain regular attendance. The ability to work in a constant state of alertness and a safe manner is required. The City of Avondale offers a comprehensive benefits package with outstanding health and wellness benefits, financial perks, work-life balance, and more. Explore our Employee Benefit Highlights and Benefits Guide for full details!For additional information, visit our 01 Select from the options below your highest level of completed education. Not completed High School High school or GED Associates or Vocational Degree Bachelor's Degree Master's Degree or higher 02 How many years of progressively responsible experience in courtroom operations or specialized administrative environments with significant public interaction do you have? No experience 1 year of experience 2 years of experience 3 years of experience 4+ years of experience 03 Briefly describe your experience of general court processes and experience in a court setting, including the types of proceedings supported and the level of responsibility. 04 How many years of advanced-level Court Clerk experience demonstrating independent judgment and management of complex court processes do you have? No experience 1 year of experience 2 years of experience 3 years of experience 4+ years of experience 05 Briefly describe your experience supporting executive or judicial administration goals. 06 Have you led or coordinated departmental projects? Yes - Led multiple projects Yes - Coordinated or co-led projects No 07 Do you have experience independently managing contracting and procurement processes in compliance with applicable policies and regulations? Yes - Extensive experience (3+ years) Yes - Limited experience (less than 3 years) No 08 Indicate your level of proficiency with automated court case management systems: Advanced - System administration, reporting, troubleshooting, and user support Intermediate - Daily operational use, data entry, docket management Basic - Limited data entry or inquiry use No experience 09 Do you have a valid Arizona Drivers' License or the ability to obtain one at time of hire? Yes No Required Question

Created: 2026-03-13