DEPT OF TRANSPORTATION

Address: HEARING OFFICE ADM
3838 N Central Ave., Phoenix, AZ 85012

Salary: $65,000 - $68,000 

Anticipated Salary: $67,567

Grade: 22

Closing Date: 12/18/2024

Under the direction of the Executive Hearing Office (EHO) Administrator, this position is responsible for the first level supervision of the Legal Assistant staff, who process and track all incoming hearing requests, motions and correspondence, process and track audio requests and payments, respond to inquiries, provide accurate, complete, and timely administrative support services to the Administrative Law Judges. The incumbent will generate reports; conduct daily audits on Legal Assistant work product to ensure quality, accuracy and compliance with statutory guidelines; assign and distribute work, monitor and manage telephone call distribution; track, collect, compile, and present data for up line management evaluation; prepare job postings, interview, and hire; develop, evaluate, update, and improve the comprehensive Legal Assistant training program, Legal Assistant manual, and procedures to ensure accuracy and efficacy; responsible for the training and professional development of subordinate Legal Assistant staff; elevate performance issues to management for disciplinary review; set and convey expectations for the Legal Assistant staff; lead staff meetings as necessary; complete performance evaluations; handle stakeholder complaints that are elevated from Legal Assistant staff; and elevate issues to the EHO Administrator as necessary. The incumbent is a vital part of the management team and is expected to participate in the development of strategies that will contribute to the overall performance and process improvement goals of the EHO.

Model ADOT values through leading, coaching and developing  problem solvers to  implement and sustain a continuous improvement culture. Leaders are accountable, transparent, and communicative as they foster an inclusive, diverse, and safe environment.

Direct work distribution and prioritization to ensure the operational efficiency of the unit; train, mentor and evaluate performance of Legal Assistant staff; answer questions from Legal Assistant staff; maintain Legal Assistant procedures, updating as processes and procedures change; and elevate concerns and issues to the EHO Administrator as directed.

Daily oversight of Legal Assistant case processing, monitoring to ensure timely and accurate task completion; Utilize data effectively to forecast needs, identify potential problems, and evaluate performance. Ensure quality control by conducting daily audits to measure accuracy, adherence to standards, and production level.

Champion the Continuous Improvement efforts within the Legal Assistant Unit; facilitate strategies for employee engagement and recognition; develop standard work for core Legal Assistant processes; track data, gather metrics, and prepare reports as directed for use by the EHO management team; elevate trends to management team; create and deploy a succession plan.

Other duties as assigned as related to the position.

Knowledge:
- Knowledge of ADOT and EHO policies, procedures, and legal requirements relevant to EHO operations.
- Knowledge of MVD databases, codes, and software.
- Knowledge of ADOT actions eligible review.

Skill:
- Skill for effective and appropriate customer service.
- Skill for effectively and efficiently communicating in both written and oral format.
- Skill for organizing, prioritizing, and multitasking.

Ability:
- Ability to effectively and efficiently manage projects.
- Plan and forecast; to handle confidential work with tact and discretion.
- Appropriately elevate concerns to a supervisor.
- Exercise good judgment in interpreting and applying rules and policy.
- Manage stress levels under time constraints.
- Establish and maintain professional, productive working relationships with others.
- Ability to coach and develop employees, including continuous improvement practices and principles.

Supervisory or management experience in a legal setting, law office, or other professional office environment.

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.