Judicial Administrative Assistant

Overview

The administrative assistant works closely with executive, administrative, senior management staff, and / or judicial officers to assist them with various matters outside of the courtroom. This is a challenging, rewarding, and diverse role for those who are detail-oriented, highly adaptable, communicative, organized, and discrete. The administrative assistant routinely prepares and edits administrative documents, schedules meetings, handles correspondence, coordinates review of various requests, and maintains official records for a diverse bench and leadership team. Responsibilities are often complex and require strong organizational, communication, and computer skills, as well as the ability to multi-task, and work under significant time constraints. They must also adhere to the strongest ethical standards and have the ability to handle confidential or sensitive information with tact and discretion.

Under general supervision, the incumbent in this at-will classification provides essential administrative support to judicial officers, executive, administrative, and / or senior management staff, including confidential administrative assistance, program coordination, process improvement, and resolution of administrative issues.

Employment at Will

EMPLOYMENT AT WILL

The Administrative Assistant is established as an "at will" classification and, as such, serves at the pleasure of the Court Executive Officer. The Court Executive Officer has the right to terminate the employment of any incumbent in this position at any time, with or without advance notice, and with or without cause.

Distinguishing Characteristics

Administrative Assistant 1 is the entry-level position in the series. At this level, the incumbent is under close supervision and is required to perform a combination of various confidential administrative support tasks of minimal to average difficulty. As experience is gained, there is greater independence of action within the established guidelines and operating procedures.

Administrative Assistant 2 is the journey-level position in the series, providing confidential administrative support, under general supervision. Incumbents are assigned to perform paraprofessional level responsibilities such as gathering and compiling data and coordinating with other departments.

Administrative Assistant 2 is distinguished from the Executive Assistant in that the latter is a supervisory-level classification.

Judgment and Responsibility

This classification performs duties based on organizational directives and objectives and may receive technical and functional direction from judicial, executive, administrative, and / or senior management staff. The classification has no supervisory responsibility and minimal decision-making authority. This classification requires an individual with strong professional judgment and communication skills to interact effectively with diverse stakeholders, perform complex administrative tasks, training, and assist with projects. This position requires the use of discretion and sound judgment in the performance of duties.

Essential Functions

The Court reserves the right to assign or reassign duties as required to achieve business and operational objectives. Essential functions and tasks must be accomplished effectively, if assigned, and may include, but are not limited to, those listed below.

• Relieves judicial, executive, administrative, and / or senior management staff of routine administrative duties, including but not limited to preparing correspondence, planning and maintaining calendars, scheduling meetings and conferences, and coordinating travel arrangements.
• Prepares agendas and minutes for various committees and meetings.
• Prepares and proofs complex documents from instructions, draft, etc. (e.g., orders, correspondence, memoranda, reports, forms, spreadsheets, charts, or other graphic representations of information).
• Collects, compiles, verifies, and presents data for statistical studies and reports.
• Performs general office duties including and not limited to maintaining files and office records, retrieving and reviewing email and voicemail messages, directing messages and inquiries to the appropriate party, processing mail, distributing supplies and law books, routing incoming correspondence, obtaining signatures, and operating a variety of office equipment.
• Receives and screens visitors and callers; explains procedures and provides detailed and accurate information in a courteous and professional manner.
• Function as an interface with the public, vendors, justice partners, community partners, Judicial Council, judicial officers, and Court Administration and staff.
• Identifies opportunities to streamline processes and increase efficiency.
• Assists in planning and coordinating projects, programs and events; provides administrative support for court, bench and community activities.
• Provides backup support to administrative staff.

Employment Standards

Employment Standards are intended to express the general expectations of the position, in addition to the essential functions provided above. It is expected that incumbents will possess the knowledge, skills and abilities listed below at hire and / or within a reasonable amount of time after hire, through experience and training.

Qualifications

The standard qualifications for this classification are listed below; however, any combination of experience and training that would provide the required knowledge and abilities and the ability to perform the essential functions may qualify.

Typing speed :

At least 55 (net) words per minute with minimal errors.

Education :

High school diploma, General Education Development (GED) or High School Equivalency Test (HiSET).

Experience :

Administrative Assistant 1 : Two (2) years of progressively responsible clerical and administrative experience performing complex and highly responsible office and administrative duties using standard office computer programs and office equipment.

Administrative Assistant 2 : One (1) year of experience as an Administrative Assistant 1 with the Placer County Superior Court; Or Four (4) years of progressively responsible clerical and administrative experience performing complex and highly responsible office and administrative duties using standard office computer programs and office equipment or equivalent combination of education and experience.

Note : An Associate's degree may be substituted for up to 1 year of clerical work experience or a Bachelor's degree may be substituted for up to 2 years of clerical work experience.

Reasonable accommodation may be available to a qualified individual with a disability if it enables them to perform the essential functions of this classification. If reasonable accommodation is required to participate in the recruitment process or to perform any of the functions and related tasks assigned or which may be assigned, please contact the Human Resources Division.

Note : This document is intended to describe the general nature and level of work performed by individuals assigned to this job classification. It is not intended to provide an exhaustive list of all duties and responsibilities of personnel in all divisions and / or a location so classified, nor is it intended to limit the authority of supervisors or managers to assign or direct the activities of employees.

J-18808-Ljbffr