Central Services Assistant at Arapahoe County – Centennial, Colorado

The Central Services Assistant performs a wide variety of general clerical duties to support the central services, discovery, scanning, quality control, file management, mail distribution, moving office furniture, and office receptionist functions of the Office of the District Attorney. Works with confidential information.

• Processes discovery; collaborates with attorneys and secretaries on discovery matters; logs requests, copies /scans and organizes discovery files to ensure that files are complete.
• Prepares invoices for discovery billing and notifies counsel. Maintains discovery ledger to assure all collected monies are accounted for; receives and date stamps; receives and logs monies and/or charge receipts; maintains sequential file.
• Archives, scans, and destroys files per retention policies. May redact documents, discovery, and media for CCJRA/CORA requests
• Operates printer, scanner, and PC to view scanned or electronically received documents for image quality and/or to print or duplicate media for discovery on case files as requested. Operates multifunction devices to copy, scan, and/or fax documents.
• Receipt stamps all incoming mail and distributes to appropriate personnel/units; operates postage machine to meter outgoing mail; transports processed mail to mailing facility. Receives and verifies office supply orders; assists with ordering and inventory of supplies.
• Primary back-up to central reception/PBX activity; make copies of documents for the staff and public; screens incoming persons and telephone calls and determines if they need to be referred to a particular department and/or individual.
• Operates file tracking system to check requested files in and out of file room; files loose documents, maintains files and their placement on file room shelves, creates, edits and deletes file records on data base and generates applicable reports as required.
• Maintains physical and electronic records. Assist with transporting supplies and records to court.

Skills, Abilities and Competencies:

• Ability to quickly learn business functions and gain a working knowledge of legal terminology.
• Ability to manage a diverse workload, accomplish work in a timely and efficient manner; work independently and in a team.
• Gain working knowledge of discovery process and operation of scanning equipment/imaging technology.
• Effectively and efficiently locate documents and prepare discovery.
• Effectively learn the operation of a computerized switchboard, to perform receptionist duties; to operate standard office equipment; and personal computer, telephone, postage machine, copier, fax machine).
• Ability gain working knowledge of word processing and data base programs and follow simple oral and written instructions.
• Establish and maintain effective working relationships with superiors, fellow workers, and the public; ability to communicate professionally.

Behavioral Competencies (these are required for all positions at ACG):
Accountability
Accessibility
Inclusivity
Integrity
Education and Experience:

• High school diploma or GED equivalent
• 2+ years clerical experience
• Previous legal experience a plus
• Any equivalent combination of education and work experience that satisfy the requirements of the job will be considered.

Pre-Employment Additional Requirements:
• Must successfully pass pre-employment testing which includes an acceptable motor vehicle record (MVR) and background check.
• Security clearance required: will require fingerprinting and a Colorado Bureau of Investigation (CBI) background check

WORK ENVIRONMENT:

• Work is generally confined to a standard office environment.

PHYSICAL DEMANDS:
The following are some of the physical demands commonly associated with this position.

• Spends 90% of the time sitting and 10% of the time either upright or walking.
• Occasionally lifts, carries, pulls or pushes up to 40 lbs.
• Occasionally uses cart, dolly, or other equipment to carry in excess of 40 lbs.
• Occasionally climbs, stoops, kneels, balances, reaches, crawls and crouches while performing office or work duties.
• Verbal and auditory capacity enabling constant interpersonal communication through automated devices, such as telephones, radios, and similar; and in public meetings and personal interactions.
• Constant use of eye, hand and finger coordination enabling the use of automated office machinery or equipment.
• Visual capacity enabling constant use of computer or other work-related equipment.

Definitions:
Occasionally: Activity exists less than 1/3 of the time.
Frequently: Activity exists between 1/3 and 2/3 of the time.
Constantly: Activity exists more than 2/3 of the time.