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Nature of Work

The purpose of this position is to provide administrative support to the Indigent Defense Program. The Administrative Aide assists with collecting, recording, and organizing information related to attorney assignments, departmental programs, and grant activities. Work includes maintaining records, preparing reports, coordinating schedules, and assisting with special projects and data entry. Performs duties under the direction of the Indigent Defense Coordinator, who gives guidance and assistance. Manages work schedule to ensure all office duties and goals are completed in a timely manner.
 

Essential Duties & Responsibilities

The intent of this job description is to provide a representative summary of the major duties and responsibilities performed by employees in this job. Employees may be requested to perform job-related tasks other than those specifically presented in this description.

• Responds to phone calls and emails
• Compiles and analyzes data, prepares reports
• Assists in the planning and preparation of formal reports
• Processes invoices for payments
• Assists in developing and preparing instruction and informational guides for attorneys and internal use
• Maintains case and attorney assignment databases, ensuring records are accurate and up to date
• Tracks attorney compliance with training, insurance, and reporting requirements
• Serves as a point of contact for attorneys, court staff, and community partners to exchange program information
• Supports document management and filing in accordance with City and grant retention policies
• Assists with onboarding processes for new or contracted attorneys
• Ensures confidentiality and compliance with applicable laws, standards, and departmental policies
• Conducts various research projects or special assignments
• Performs related work as required

Minimum Training and Experience

Required Education and Experience

• Associate’s degree in Public Administration or a related field

• At least three (3) years of related work experience

• Any equivalent combination of training, education, and experience that provides the required skills, knowledge, and abilities