The “Legal Assistant 2” is the entry level position for the Executive Hearing Office (EHO) Support Staff. The Legal Assistant 2 role is to develop proficiency in: processing incoming requests, motions, and inquiries; creating and updating electronic case records for all standard hearing types; processing and disseminating Decisions and Orders issued by the Administrative Law Judges in all standard matters; accessing, reviewing, interpreting, and updating driving records in the Motor Vehicle Divisions' database; creating and disseminating notices of hearing in all standard matters; communicating with the public and EHO personnel via email, telephone, and in person; continuous improvement principles; elevating issues and questions; maintaining a professional and courteous demeanor befitting a judicial environment; and maintaining satisfactory attendance.
Accurately and timely process incoming requests, motions, and inquiries across all communication platforms (mail, email, fax, Envoy, and in person). Identify the type of request received, review and determine initial processing steps. Process standard requests and appropriately elevate more complex requests, motions, and inquiries for processing.
Update and create electronic case files, including participant contacts, in the EHO case management system for all standard hearing types. Query MVD databases, research records, accurately update records, and retrieve documents for initial case creation and processing on those cases.
Accurately and efficiently update physical and electronic case files and databases related to assigned cases. Process and mail notices, orders, and correspondence as directed. Accurately document all communications and case activities in the EHO case management system.
Communicate professionally and appropriately with stakeholders and EHO personnel both orally and in writing. Answer phones. Perform reception duties as necessary and assigned, including checking in participants, coordinating and directing parties, and answering questions. Appropriately and timely elevate issues and questions to the EHO management team.
Receive training in and participate in continuous improvement and innovation, complete all required State and Departmental training.
Other duties as assigned as related to the position.
Knowledge:
- Executive Hearing Office policies, procedures, and legal requirements related to Executive Hearing Office operations.
- Motor Vehicle Division database terminology.
- Ignition Interlock and DUI affidavit processes and procedures.
Skill:
- Customer service skills as appropriate for a judicial setting.
- Effective and professional written and oral communication.
- Organizational and multitasking skills.
- Google Workspace.
Ability:
- Perform data entry in a timely manner and with a high degree of accuracy.
- Appropriately handle confidential information and work with discretion.
- Appropriately elevate issues, concerns, and questions to supervisors and EHO management.
- Exercise good judgment in interpreting and applying rules and policy.
- Establish and maintain professional and productive working relationships with others.
- Maintain a professional demeanor when communicating with stakeholders and the public.
- Effectively adapt and appropriately adjust to changes.
- Be flexible as the focus on specific tasks will vary daily based on operational needs of the office.
- Proactively identify and assist in implementing process improvements and innovations.
This position requires driving or the use of a vehicle as an essential function of the job and the following requirements apply. Any employee operating a motor vehicle on State business must possess and retain a current, valid class-appropriate driver’s license, complete all required training, and successfully pass all necessary driver’s license record checks. The license must be current, unexpired, and neither revoked nor suspended. Employees who drive on state business are subject to driver’s license record checks, must maintain acceptable driving records, and must complete all required driver training. An employee who operates a personally owned vehicle on state business shall maintain the statutorily required liability insurance (see Arizona Administrative Code (A.A.C.) R2-10-207.11).
All newly hired State employees are subject to and must successfully complete the Electronic Employment Eligibility Verification Program (E-Verify).
The Arizona Department of Administration offers a comprehensive benefits package to include:
• Sick leave
• Vacation with 10 paid holidays per year
• Paid Parental Leave-Up to 12 weeks per year paid leave for newborn or newly-placed foster/adopted child (pilot program).
• Health and dental insurance
• Retirement plan
• Life insurance and long-term disability insurance
• Optional employee benefits include short-term disability insurance, deferred compensation plans, and supplemental life insurance
Learn more about the Paid Parental Leave pilot program here. For a complete list of benefits provided by The State of Arizona, please visit our benefits page
Mandatory participation in the Arizona Retirement System (ASRS) is required.
The State of Arizona is an Equal Opportunity/Reasonable Accommodation Employer. Persons with a disability may request a reasonable accommodation such as a sign language interpreter or an alternative format by calling (602) 712-8188. Requests should be made as early as possible to allow sufficient time to arrange the accommodation. ADOT is an Equal Employment Opportunity Employer.