Clinical Coordinator Administrative Assistant

Job Description Summary

Job Description

Hiring Range: $21:12 -$22.97

Distinguishing Characteristics:

This is a classified position that reports to the Specialty Courts Clinical Coordinator. This position performs duties under general supervision and has no supervisory responsibilities.  

Minimum Qualifications:

 A High School diploma or equivalent GED certificate and four years of administrative support/clerical work experience and/or data entry experience in a professional office environment; OR any equivalent amount of experience, training and/or education approved by Human Resources. 

Preference given to those with work experience processing legal forms in a legal office environment.
In addition, familiarity with Arizona Supreme Court Rule 11 proceedings, restoration program functions, experience working closely with psychologists/psychiatrists, and understanding of basic psychiatric and psychopharmacologic terminology is preferred. Or any equivalent experience, training, and/or education approved by human resources.

Essential Duties & Functions:

• Coordinates the scheduling of competency, Guilty Except Insane (GEI), Sexually Violent Persons (SVP), and other evaluation appointments for defendants.  Monitor reports turned into the Court in time for review by all parties prior to hearing.
• Compiles collateral information for various evaluations ordered for doctor review and distributes collateral information out to programs when defendants are ordered into restoration. 
• Maintains automated files to track the evaluations ordered.  The files include the detail on SVP and defendants charged with capital offenses undergoing intelligence quotient (IQ) testing as well as GEI evaluations and any other miscellaneous evaluations ordered by the Court. 
• Coordinates, schedules, and expedites the evaluation of defendants for court ordered treatment at Arizona State Hospital (ASH) under GEI or SVP proceedings. 
• Prepares hearing notices, evaluation notices, correspondence, memorandums, reports and other legal documents. 
• Prepares collateral information in digital form for submission to doctors or programs treating defendants at court order.
• Reviews case files to ensure completeness of records, and contacts appropriate agencies or parties to verify information and obtain missing documents.
• Reviews evaluations submitted to the court for proper format and correct identification of defendant and case.
• Creates and maintains new records and client files and inputs/retrieves information using software systems.
• Processes invoices, forms and other documents related to evaluations ordered and subsequent court proceedings.
• Creates certificates and issues diplomas for Mental Health Court (MHC).  
• Assists the Clinical Coordinator in the maintenance of files for defendants in MHC and maintains hard copy tracking and files of defendants who are undergoing Rule 11 or other proceedings where evaluations are ordered by the court.
• Assists the Clinical Coordinator to maintain tracking (in a spreadsheet or other applicable format) of MHC defendants in coordination with the MHC State standards for that activity.
• Orders supplies, and keeps office equipment maintained for optimal productivity.
• Reliable and predictable attendance is considered essential for this position along with adherence to work schedule. The Specialty Courts team needs to be consistently available to judges, court and Pima County staff, and external customers. 

Additional Responsibilities/Duties:

• Assists the Clinical Coordinator in preparation of training materials and with the logistics to implement training for agencies and/or behavioral health providers.
• Assists with the resolution of case management issues with follow-up telephone calls and documenting information gathered.
• Performs related duties and projects as assigned. 

Knowledge, Skills, and Abilities:

• Must have knowledge of general office procedures in a professional office environment, knowledge of legal documents, record keeping, filing and retention practices. 
• Must have knowledge of appropriate business language and the accurate use of punctuation, grammar and spelling.
• Must have skills in preparing legal forms, documents, correspondence and setting priorities in the processing of legal documents and daily work schedule.
• Must have the skills to use office equipment and software  including Microsoft Office 365, scanner, photocopier, and a calculator.
• Must have clerical skills including proofreading and data entry, typing and editing documents, filing, and purging documents. 
• Must have the ability to communicate effectively with wide range of internal and external court customers. 
• Must be able to manage a considerable level of detail and observe strict timelines for task completion.