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    Administrative Coordinator - San Diego, United States - Mesa County Health Department

    Mesa County Health Department
    Mesa County Health Department San Diego, United States

    3 weeks ago

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    Description

    JOB SUMMARY:
    Provide administrative support for the County Attorney's Office using discretion, confidentiality and professionalism.

    Perform administrative and clerical work, including but not limited to scheduling and support for attorneys, assisting the public and county departments by listening to inquiries, problem solving, and directing to appropriate attorney, county department, or other service as needed.

    Essential Duties


    ESSENTIAL JOB FUNCTIONS:
    (The following duty statements are illustrative of the essential functions of the job and do not include other non-essential or marginal duties that may be required. Mesa County reserves the right to modify or change the duties or essential functions of this job at any time. All responsibilities may not be performed by all incumbents.)

    Provides administrative support to all staff in the County Attorney's Office.


    Greets and interacts with visitors that come to County Attorney's Office which includes the general public, staff from other Mesa County Departments and elected officials, and responds to inquiries, directs questions to appropriate attorney or department, and problem solve as necessary.

    Answers main telephone line into County Attorney's Office using professional phone demeanor and transfer or redirect inquires as necessary. Be proficient on phone system to include initiating, managing and routing conference calls as requested.

    Processes incoming and outgoing mail including date stamping, routing and distribution.


    Document management as needed, to include creating new files, preparing hearing sheets for attorneys, organizing files, copying and distributing documents, scanning documents, faxing documents, retrieving closed files, data tracking, closing files, and other duties related to document management.

    Drafting basic legal documents for attorney approval, such as Notices or Subpoenas, as requested.

    Processing and E-Filing legal documents utilizing courts' e-filing systems upon attorney approval, or hand-delivering legal documents as requested. Obtaining and processing certified court orders as requested. Notarize documents as requested.

    Utilizes case management software and regularly enters data to update case files.


    Monitors and ensures office equipment, such as fax machine and copying machines, are working as needed and coordinating repairs as necessary.

    Coordinateswithfacilitiestoensureofficespacesaremaintainedasnecessary.

    Interacts with other county personnel to complete office administrative duties as assigned. Plans and assists with special events.

    Maintain multiple databases.


    Cash handling responsibility to include maintaining and balancing petty cash fund, logging monthly invoices and payables, and other budgetary monitoring tasks as assigned.

    Monitors office supply levels and purchases supplies and other specialty items as requested.

    Coordinates and schedules meetings for attorneys as requested, to include scheduling meeting spaces and ensuring the meetings are calendared.

    Completes special projects as assigned.

    Proactively engages in administrative and clerical work necessary to support the County Attorney's Office.


    Performs any other work necessary for the efficient operation of the County Attorney's Office as requested by any member of County Attorney Leadership Team.


    Correctly prioritizes work and completes work within time-frame requested or alerts supervisor in advance that the deadline may not be met.

    Maintain discretion, confidentiality and professionalism at all times.


    Demonstrates ability to work with County staff at all levels and to respond in a competent and timely manner to job assignments as requested and as assigned by supervisor.

    Maintain effective contact with County staff on an ongoing basis.

    Communicates with supervisor and leadership team on a regular basis as to the progress of assigned projects.

    Be present in the office, or at specific other locations as required by the schedule, during normal working hours (Monday through Friday, 8:00 a.m. to 5:00 p.m.) to provide support to County staff as required and as assigned.

    Oral and written communications must be clear and effective.

    Performs other related duties as assigned.
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