Executive Assistant SCAO - Hybrid

POSITION INFORMATION

If you would like to know a bit more about this opportunity, or are considering applying, then please read the following job information.

Job Code : R41050

Full Time Salary Range : $60,536.00 - $87,777.00

FLSA Status : Exempt

This posting may be used to create a Talent Pool. Talent Pools may be used for a period of 10 months after the closing date on a job posting.

MISSION STATEMENT

The Judicial Department works to provide equal access to justice, contribute to public safety, and strengthen the rule of law across Colorado.

Together our courts and probation departments are committed to impartial and timely dispute resolution; support for families, litigants, and victims;

client rehabilitation; and meaningful community engagement.

STATEMENT OF DUTIES

Summary of Job Classification :

Provides specialized administrative, technical, and analytical support for an SCAO division and / or division director to ensure the effective running of the unit.

Verifies the alignment of work products with the Judicial Department’s and division’s policies, procedures, and rules, as well as the director’s scope of responsibilities, authority, and priorities.

Assists the director with a wide variety of matters to ensure the smooth running of the division, including calendaring, budget development and management, data compilation and analysis, preparation for daily activities and meetings, anticipation and coordination of supplies, logistical arrangements, equipment, and resources, and related activities.

ADDITIONAL COMMENTS

The position will support the Administrative Services Division (ASD) at the State Court Administrators office. The division consists of diverse areas including Communications, Legislative Affairs, Legal, Facilities, Judicial Officer Education, and Security.

The support this person will provide focuses on legal administrative work, communication writing / editing, meeting organization, budget and financial tracking, email assistance, onboarding / offboarding employees, and other responsibilities as needed.

Given the work of the division, adherence to strict confidentiality is required. Having the ability to adapt, be well organized, keep a sense of humor, and live the values of the organization are a must.

Baseline knowledge of Microsoft Excel functions, Outlook tools and advance knowledge of Word and PowerPoint are preferred.

Work will be mainly on site to begin with the option to work two days remote after six months.

ESSENTIAL FUNCTIONS

To perform this job successfully, an individual must be able to perform assigned essential functions listed below satisfactorily.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency and percentage of time may vary based on assignment.

• Provides specialized administrative support and technical support for an SCAO division or division director to ensure the effective running of the SCAO.
• Verifies the alignment of work produced with policies, procedures, and rules related to the Judicial Department. Analyzes, interprets, and understands data to produce reports.
• Organizes the director's schedule and coordinates logistics for travel, meetings, trainings, and vehicle reservations.
• Helps manage and resolve multiple email inquiries that require immediate resolution.
• Assists with developing the budget by coordinating information from multiple functional and operational areas.
• Monitors, verifies, tracks, and documents expenditures or revenues.
• Reviews budget documents and records for consistency and prepares various reports and other support documents.
• Creates forms and procedures for document preparation to support the director’s budgetary responsibility.
• Determines office needs for supplies and equipment and recommends resources and equipment needs.
• Organizes meeting logistics, including taking minutes, coordinating catering, setting up rooms, and working with building management to ensure meeting space needs.
• Participates in multiple committees. Coordinates activities that build fellowship and camaraderie among employees.
• Contributes to the onboarding and offboarding processes. Develops job requisitions, manages the interview process, and completes equity measurements to generate offer letters.

Maintains employee equipment and inventory.

• Manages and updates the Judicial Resource Manual (JRM) documents and other data retention tools, including Microsoft Teams, Judicialnet, SharePoint, and the Courts website.
• Performs other duties as assigned.

Supervisor Responsibilities :

Work requires providing guidance and the potential to oversee another employee. This position may oversee work quality, training, instructing and work assignments.

The work performed by majority of employees is semi complex.

MINIMUM QUALIFICATIONS

Education and Experience Equivalency :

High school diploma or G.E.D.

Additional work experience in these or other related fields may be substituted on a year for year basis for the required formal education.

Work Related Experience :

3 to 5 years of experience in a paralegal or administrative field.

Licenses and Certifications :

None.

Physical Effort Requirements :

Sedentary Work - Exerting up to 10 pounds of force occasionally, a negligible amount of force frequently, and / or constantly having to lift, carry, push, pull or otherwise move objects, including the human body.

Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally.

Work Environment :

Good-Relatively free from unpleasant environmental conditions and / or hazards.

Work Location :

Office or similar indoor environment; confined space.

Exposures :

Individuals who are hostile or irate.

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Remote working / work at home options are available for this role.