Office Support Specialist - CAO

Provides confidential secretarial and administrative support to County Attorney staff; maintains records and case files; provides information and assistance as it relates to the office’s needs, activities/services, rules, and regulations.

This is a non-union position. Complete 2025 pay scale is $22.50/hour-$29.43/hour; starting range for this position is $22.50-$25.02/hour. For a complete position description, click here.

Essential Functions

This job description indicates the normal type and level of work expected of the incumbent. Incumbent may be asked to perform other duties as apparent or assigned.

• Serves as first point of contact for agency. Provides customer service to members of the public, law enforcement, court personnel, County employees, victims, and other justice partners. Answers the telephone and direct calls to appropriate person; greets visitors to the office; assists customers/victims with questions; provides information and assistance regarding cases; and responds to inquiries and provides information. Takes precautions and actions to de-escalate upset or hostile clientele or visitors.
• Communicates courteously and professionally. Coordinates and exchanges information with a variety of county departments and other agencies. Answers questions and provides information and assistance to members of the public, victims, defendants, attorneys, the courts, other County departments, etc., on the phone, in person, and through mail and email.
• Operates various computer systems to enter, access, and maintain case information. Responsible for accurate entry and retrieval of data from designated county, state, and federal software programs for office.
• Assists with ongoing file management, including filing/scanning and recording active case records, documents, and data into various state and federal software programs. Ensure all necessary documents have been received and uploaded appropriately, including review and distribution of private data. Remains current with county, state, and federal rules and regulations necessary to perform duties.
• Performs a variety of general office and clerical duties, including, but not limited to: processing incoming and outgoing mail; preparing document packets; preparing and distributing forms and correspondence; filing; making copies; generating reports; and coordinates with internal and external agencies, such as CVS, Court Administration, Probation, law enforcement, etc., to obtain information regarding case files.
• Processing of electronically filed documents: scan and upload pertinent documents to PBK and Courts; document receipt of electronic files from Court Administration and other departments; send documents electronically to other agencies as directed; remain current on policies and procedures.
• Opens new electronic files; codes and closes files according to retention policy and procedures. Responsible for incoming and outgoing transfer of case files.
• Properly code and submit expenses and income, generate and track invoices, prepare reports, and provide updates to supervisor and staff.
• Maintains inventory of office supplies, forms, and various other office materials. Maintains general office equipment and orders supplies or materials at supervisor’s request.
• Schedules and takes minutes for various meetings, including ITV meetings, as requested. Schedules and monitors video conferences. Prepares agenda items as directed. Types official meeting minutes and distributes as requested. Assists staff with scheduling of county vehicles and conference room.

Minimum Qualifications

• High school diploma or equivalent, and a minimum of two years of public relations and customer service experience; or an equivalent combination of education and experience.
• Must successfully complete a criminal history background check.
• Notary commission by the Minnesota Secretary of State within first year of employment.

Selection Process

Candidates will be selected based on a review of training and experience. Top candidates will be invited to participate in oral interviews.