Administrative Assistant

AOPC Administrative Office of PA Courts; Harrisburg (Dauphin County); On-site; USD 43,000 - 52,000; Full time

Benefits offered by this job

Healthcare benefits

Paid holidays

Paid vacation

Parental leave

Free parking

Job summary

The Administrative Assistant position with AOPC Administrative Office of PA Courts in Harrisburg provides essential operational support to the Judicial District Operations and Programs Department. The role works with independence under the Assistant Director to keep daily operations running smoothly.

Duties include calendar coordination, meeting logistics, travel arrangements, data entry, and preparing documents in Word, Excel, and PowerPoint.

Qualifications

• Bachelor’s degree or equivalent administrative experience.
• Ability to perform a variety of administrative tasks with accuracy.

Responsibilities

• Provide admin support to the Assistant Director of Judicial District Operations and Programs.
• Coordinate calendars, reserve rooms, schedule meetings, and arrange travel.
• Prepare, format, and proofread documents and presentations using Word, Excel, and PowerPoint.
• Enter data, generate reports, and ensure NAS data accuracy and consistency.
• Organize correspondence, manage emails, and handle routine office duties.

Skills

Communication

Organization

Attention to detail

Education

Bachelor’s degree or equivalent administrative experience

Tools

Microsoft Word

Microsoft Excel

Outlook

PowerPoint

Adobe

Zoom/Teams/WebEx

Job description

The Administrative Assistant provides key operational and administrative support to the Judicial District Operations and Programs Department in Harrisburg. Operating with a high degree of independence under the general direction of the Assistant Director, this role ensures smooth daily operations, efficient workflow, and effective program support.

Job Duties

• Provide administrative support to the Assistant Director of Judicial District Operations and Programs and Judicial Program Administrators.
• Interact professionally with judges, court administrators, and various judicial departments.
• Coordinate departmental calendars by reserving conference rooms, scheduling conference calls, arranging meetings or virtual meetings, and adding events to the calendar.
• Prepare and coordinate meetings and educational seminars, including collaborating with off-site facilities to arrange food, lodging, meeting space, parking, and technical needs. Oversee the registration table at off‑site events.
• Send meeting notices and registration information for the Office of Elder Justice in the Courts events, manage participants' attendance records, and assist with hotel and parking arrangements.
• Perform data entry, compile and present data using insightful spreadsheets, queries, and reports while checking for discrepancies and ensuring compliance with project guidelines.
• Format, create, and proofread documents, spreadsheets, reports, and presentations using Microsoft Word, Excel, Adobe PDF, and PowerPoint for staff. Use Adobe to create and maintain fillable forms.
• Update department lists, forms, and resources. Scan and save information electronically to reduce hard copy storage.
• Arrange travel accommodations for the department and prepare, review, and process expense vouchers for attendees of the Judicial District Operations and Programs’ events.
• Organize and distribute incoming correspondence. Review and respond to correspondence, Outlook email inboxes, and phone communications.
• Monitor the department's inventory of supplies and forms. Manage requests and orders for new or replacement items.
• Maintain the data in the Name and Address System (NAS) to ensure it is current and consistent with Workday data.

Minimum Qualifications

• Bachelor’s degree OR
• Any equivalent combination of experience performing administrative staff work involving a variety of assignments.

Additional Requirements/Preferences

• Strong knowledge of Microsoft Word, Excel, Outlook, PowerPoint, and Adobe.
• Knowledge of virtual platforms like Zoom, Teams, and WebEx
• Occasional travel
• A valid driver’s license required.
• Satisfactory criminal background check required.

Job Highlights

• Excellent benefits program, including comprehensive, low-cost medical, dental, vision, and prescription plans for employees and eligible family members beginning on the first day of employment.
• 13 paid holidays, 12 paid sick days, and 12+ paid vacation days per year.
• Salary increases, employee assistance programs, and retirement plans.
• Healthcare flexible spending account.
• 6 weeks paid parental leave for eligible employees.
• Free parking

Salary information

• Annual Salary Range: $43,442 - $51,626