
Executive Assistant - District Attorney's Office
Arapahoe County See More Job Openings by This Employer- Description
The Executive Assistant performs a wide range of administrative and management support tasks at the highest level of the organization in the Office of the District Attorney. This position supports the District Attorney, Assistant District Attorney, and Senior Chief Deputy District Attorney. Work is varied, complex, and involves clerical duties as well as para-professional works such as research, analysis, and report generation. Work may cover assignments dealing with every facet of the Office of the District Attorney operations. In addition, special projects may be assigned from time to time. This position requires discretion, diplomacy, confidentiality, and professionalism always.
- Duties
- Acts in the capacity of an Executive Assistant to the District Attorney Assistant District Attorney and Senior Chief; receives and responds to all incoming telephone calls/visitors, providing a variety of factual information and/or taking messages as necessary; maintains and manages schedule/appointment calendar by setting appointments, scheduling, and coordinating meetings, and adjusting/rearranging as necessary to ensure prompt response to priority items/visitors; composes and/or types from rough draft or dictation a variety of correspondence, reports, memos, and minutes, editing and/or proofreading same for spelling, punctuation and grammatical errors; provides coordination of internal and external meetings and agendas; prepares applicable paperwork, arranges date and time for swear-in of attorneys and legal interns and advises affected staff accordingly.
- Prepares motions and orders regarding special prosecution cases for DA’s signature; opens and maintains files dealing with lawsuits that are filed against the office; notify appropriate staff of regularly scheduled meetings (Steering, Chiefs/Dept. Heads Etc.)
- Makes conference/training seminar arrangements including hotel and travel arrangements for Office employees; coordinates attendance, hotel reservations, and other requested duties for the conferences/trainings.
- Completes special projects as assigned by the District Attorney, Assistant District Attorney, or the Senior Chief Deputy District Attorney.
- Coordinates office events such as setting Monthly Update Meetings, including arrangements for catering, setting up, and cleaning up. Responsible for planning events including retirement parties; summer picnic; holiday party and other office functions and assists with the awards/recognition ceremony for years of service. Responsible for coordinating and sending out regular office newsletter and other regular updates.
- Responds to a wide variety of inquiries over the phone and in person with department directors, public or private officials, employees and the public related to 18th Judicial District services, policies and procedures.
- Independently responds to letters and general correspondence of a routine nature; directs calls to appropriate staff.
- Prepares and circulates meeting minutes for review/revision following meetings and makes necessary changes or revisions.
Skills, Abilities and Competencies:- Ability to utilize diplomacy, communication, and conflict management skills
- Excellent customer service skills and ability to deal with diverse personalities.
- Excellent verbal and written communication skills.
- Excellent computer skills, preferably in Microsoft Office Professional (Word, Excel, Outlook, and Power Point). Ability to learn new programs.
- Detail oriented and organized. Must be able to manage multiple projects concurrently and prioritize work effectively including principles of effective time management. Must also be able to juggle the Admin teams schedule on top of the other chiefs in the office’s requests. Must work well under pressure.
- Ability to maintain confidentiality as required.
- Ability to work with minimal supervision and with general directions.
- Ability to maintain effective, cooperative working relationships with employees at all levels, and with citizens and external agencies.
Behavioral Competencies (these are required for all positions at ACG):
Accountability
Accessibility
Inclusivity
Integrity- Requirements
Education and Experience:
- Associate's Degree
- 5+ years of providing executive support in a legal setting or closely related field preferred
- Any equivalent combination of education and work experience that satisfy the requirements of the job will be considered.
- Supplemental Information
Pre-Employment Additional Requirements:
- Must successfully pass pre-employment testing which may include 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.
- Spends 90% of the time sitting and 10% of the time either upright or walking.
- Occasionally lifts, carries, pulls or pushes up to 20 lbs.
- Occasionally uses cart, dolly, or other equipment to carry in excess of 20 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.
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.
* Arapahoe County does not discriminate on the basis of race, color, religion, national origin, sex, age, disability, genetic information, sexual orientation or any other status protected under the law. It is our intention that all qualified applicants be given equal opportunity in any term, condition, or privilege of employment and that selection decisions are based on job-related factors. Arapahoe County is committed to making employment accessible to persons with disabilities.
** In accordance with Senate Bill 23-058, applicants understand that Arapahoe County will not request or require the applicant to include their age, date of birth, or date of attendance/graduation date on the initial application. Applicants understand that Arapahoe County can request or require an individual to provide documentation including copies of certification, transcripts, and other materials created by a third party. The applicant understands that the applicant can redact, if they so choose, information that identifies age, date of birth, or dates of attendance/graduation from an educational institution on those requested/required certification, transcripts and other materials created by a third party.
Toll Free Applicant Technical Support: If you experience technical difficulty with the NEOGOV system (i.e. uploading or attaching documents to your online application), call NEOGOV technical support at 855-524-5627. Helpful hints: if you are having difficulty uploading or attaching documents to your application, first, ensure your documents are PDF or Microsoft Word files, and second, close the document before you attempt uploading (attaching) it.
- $60,299.20 - $90,438.40/year