Job Summary
The Mohave County Attorney's Office is currently recruiting for an Administration Specialist located in Kingman, AZ. Performs advanced professional level work involved in the analysis, review, and document preparation of various tasks.
REPORTS TO Work is performed under the direction or general supervision, depending upon assignment, of a higher level of authority.
SUPERVISION EXERCISED As assigned, may exercise technical, functional, or direct supervision of subordinates.
Essential Job Functions
- Gathers and prepares materials for special reports, forms, policy information and summaries upon request.
- Supports and/or assists with accounting methods and internal controls for budget purposes and prepares reports of findings and submits recommendations.
- Acts in a supporting capacity to department leadership as facilitator in the implementation of budgetary and financial policies, procedures, and systems.
- Assists in the preparation of budget schedules, presentations, hearings, reconciliation, and balances detailed data in an automated budget system with departmental budget submissions.
- Monitors and provides quality assurance reviews for information in databases and systems associated with grants.
- As needed prepares documents, recommendations, and reports of department programs for presentation to the Board of Supervisors.
- Assists in the review and revision of program policies to insure compliance with federal and state requirement and insure the effective administration of the department's contracts, grants, programs, and projects.
- Assists in the development and preparation of procedures for the administration of grants, contracts, and special projects for local, state and federal funding.
- Coordinates and performs a variety of advanced level administrative staff work such as: planning and research activities; preparing correspondence, reports, agendas, statistical information, and budget materials; and develops, and assists in the development of, policies, procedures, and training.
As assigned to the County Attorney’s Office: - Case Management System Administrator.
- Develops Templates, and modifies as needed when Statutes are updated, or form changes become necessary.
- Works as our in-house IT Support for our Case Management System
Previous County Attorney’s Office experience preferred but not necessary.Arizona Department of Public Safety System Security Officer.
- Effectively manages ALL TOC Certifications and ensures compliance with ACJIS (Arizona Criminal Justice Information System) for our office.
- It is key we are in compliance as we must have immediate access to run criminal histories in-house.
Effectively manages Policies and Procedures, and implemented same, for our Case Management System (with approval of Chief Deputy/County Attorney).Runs monthly statistical Reports for review by County Attorney and Chief Deputy.Acts in a supporting capacity to department leadership as facilitator in the implementation of policies, procedures, and systems.Monitors and provides quality assurance reviews for information in databases and systems associated with grants.Communicates effectively, verbally and in writing.Back-up for every position in the office, including receptionist, legal secretary.Liaison for MCAO with All Legal Departments as well as Law Enforcement Agencies.Coordinates and performs a variety of advanced level administrative staff work such as: planning and research activities; preparing correspondence, reports, agendas, statistical information, and budget materials; and develops, and assists in the development of, policies, procedures, and training.Act as primary approver bi-weekly for ESS time sheets.Learn and become proficient in MUNIS (Finance System) to include but not limited to: Claims processing; P-card reconciliation; and ESS Time Sheets.Act as office lead in the absence of Legal Services Administrator.
SECONDARY JOB FUNCTIONS - Performs special assignments as requested.
- Performs related work as required.
- Exercise regular and predictable attendance and punctuality in accordance with Mohave County Personnel Policies and Procedures.
Minimum Qualifications
- High School diploma /GED (General Education Degree).
- Associate's Degree with course-work in Business Administration, Grants Administration, Public Administration, Accounting, or a closely related area.
- Three (3) years of progressively responsible administrative work, two (2) years of which were involved in the developing and/or administering of grants, budgets, contracts, and/or advanced level special projects.
- Or an equivalent combination of education, experience, and training which provides the required knowledge, skills and abilities may be considered in meeting the minimum qualifications.
SPECIAL JOB REQUIREMENT - Must possess a valid driver’s license for operation of motor vehicles on Arizona roads at the start of employment and maintain said license while employed in this position.
- Must provide driving history upon acceptance of appointment at no cost to the County.
Knowledge, Skills & Abilities
Knowledge of:- Maintenance and administration of grants, contracts, and budgets.
- Principles and techniques of governmental budgeting, budgetary control, fiscal management, and accounting.
- The principles and practices of public administration and the principles of organization and management.
- Budgetary and fiscal policy and procedures including applicable sources of revenue.
- Legal requirements and regulations affecting fiscal management.
- The applications of data processing techniques to accounting systems.
- Computing literacy to include use of electronic spreadsheet applications.
- Project management.
- Courtesy and tact in dealing with the public and public officials.
- Computing literacy to include use of electronic spreadsheet and word processing applications.
- Mohave County Personnel Policies and Procedures, and Department Regulations.
- Operation of a customer service and utility billing office.
Skill in:- Efficiently operating and utilizing modern office machines as necessary to include computers, word processing equipment, copiers, fax transmittal machines, calculators, and related software and peripheral equipment.
- Communicating and maintaining professionalism with the public, co-workers, and work contacts.
Ability to:- Administer and monitor grants, contracts, and financial reporting.
- Develop special projects guidelines, policies, and procedures.
- Understand, interpret, and apply pertinent federal and state laws and regulations and departmental rules and procedures to the administration, coordination and performance of activities associated with the administration of grants, contracts and special projects.
- Analyze and evaluate data collected to develop and prepare concise, orderly recommendations and reports in a timely manner.
- Make decisions in accordance with established policies and regulations.
- Communicate clearly and concisely, both orally and in writing.
- Effectively communicate and establish relationships with the public, staff, and work contacts.
- Act and communicate in a professional manner with the public, co-workers, and work contacts.
- Work independently in completing assigned tasks accurately and in maintaining standard correspondence, files, and reports of the office.
- Comply with Mohave County Personnel Policies and Procedures, and Department Regulations.
- Attend meetings to represent Department/Division including occasional travel for meetings and/or conferences.
- Perform the essential functions of the job specifications with or without a reasonable accommodation.
