Administrative Office Specialist I - Term Limited (Part-Time)

Colorado Judicial Branch; Fort Collins (CO); On-site; USD 48,000 - 69,000; Full time

Job summary

Colorado Judicial Branch is seeking an administrative support professional to assist a judicial district, probation department, or other unit. The role includes handling purchasing, vendor communications, and HR tasks such as updating employee data and benefits enrollment, along with payroll and timekeeping support.

This is a term-limited position lasting approximately 10 months; salary ranges from $47,687.16 to $69,146.64, with offers made based on experience and budget, following the Equal Pay

Qualifications

• High school diploma or GED is required.
• 1–3 years of experience in an administrative field.
• No licenses or certifications required.

Responsibilities

• Reviews, validates, and processes invoices from multiple vendors and treatment agencies; ensures accuracy of received goods and services and proper account code.
• Investigates billing issues, system issues, contract and pricing issues and general inquiries; researches and resolves issues; works with vendors as appropriate.
• Reconciles credit card charges and other accounting transactions; reallocates charges based on proper account coding and follows fiscal rules.
• Reviews expenditure reports in the State accounting system for accurate coding; processes Journal Voucher forms; coordinates with accounting to resolve issues.
• Purchases office supplies, equipment, and furniture; ensures competitive and fair pricing; manages purchasing and tracking of expenditures.
• Coordinates with county facility staff regarding building issues and meeting space needs; communicates progress and resolutions.
• Arranges employee travel; educates employees on authorized purchases and travel policies; manages department vehicles.

Education

High school diploma or GED

Job description

POSITION INFORMATION

Job Code: R41803

Full Time Salary Range: $47,687.16 - $69,146.64

FLSA Status: Non-exempt

Learn More About Employee Benefits

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.

Notice To Colorado Applicants

In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

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

Assists with administrative and customer support within a judicial district, probation department, or other unit. Provides purchasing and vendor communication support and performs human resources transactions, such as updating and maintaining employee data/files, conducting new employee orientations, and assisting with benefits enrollment. Supports payroll and timekeeping and other administrative support work.

Distinguished from Administrative Specialist II by a focus on a relatively narrow set of standard processes and functions that require less knowledge of the judicial branch’s processes and systems.

Additional Comments

Applicants must complete the application in full and submit both a resume and a cover letter.

Qualified candidates will be contacted as applications are received to arrange interview times. Salary offers will be determined based on several factors, including relevant experience, budget availability, and compliance with the Equal Pay for Equal Work Act. Offers will align with the Colorado Judicial Department's compensation step plan. Please highlight all relevant experience you wish to have considered during the selection process.

This is a term‑limited position within the Colorado Judicial Department. The position is created to support specific operational needs and project‑based work and is expected to last approximately 10 months though the actual end date may vary depending on business needs and available funding.

Essential Functions

To perform this job successfully, an individual must be able to perform 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.

• Reviews, validates, and processes invoices from multiple vendors and treatment agencies. Ensures accuracy of received goods and services as well as proper account code.
• Investigates billing issues, system issues, contract and pricing issues and general inquiries. Researches and resolves issues. Works with vendors as appropriate.
• Reconciles credit card charges and other accounting transactions with the banking institution system. Reallocates charges based on proper account coding for purchases. Follows proper fiscal rules and guidelines provided by the Judicial Financial Services Division.
• Reviews all expenditure reports within the State accounting system for accurate coding. Processes Journal Voucher forms to correct coding errors. Coordinates with the Financial Services Division - Accounting to answer questions, provide clarification, or resolve issues.
• Purchases office supplies, equipment, and furniture. Ensures the department receives competitive and fair pricing. Manages purchasing and tracking of customer related expenditures (bus passes, incentives, etc).
• Coordinates with county facility staff to address building issues, repair needs and meeting space needs. Communicates with department staff about such issues, progress, and resolution.
• Arranges all employee travel for meetings, events, and conferences. Educates employees about authorized purchases, reimbursable policies, and other travel fiscal rules. Manages department vehicles, including scheduled maintenance.
• Facilitates vendor access to the judicial procurement system. Assists vendors with completing documentation, entering information into the system, and resolving system errors.
• Provides training as appropriate.
• Attend meetings and trainings as required.
• Performs other duties as assigned.

Essential Functions Cont.

Supervisor Responsibilities:

Job has no responsibility for the direction or supervision of others.

Human Collaboration

Work requires regular interaction involving exchange and receipt of information. Interactions have limited impact.

Freedom To Act & Impact Of Actions

Receives Immediate Direction

Employee normally performs assignments after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. The immediate reviewer may, at times, provide close and constant review. Impact of actions are moderate.

Knowledge & Skills

Full Performance

Work requires comprehensive, practical knowledge of work processes. Incumbent can complete a broad range of work, sometimes complex, without frequent reference to others. Likely impact on organization is standard.

Fiscal Responsibility

May be responsible for the billing, collection and/or accounting of funds. May be responsible for the handling and balancing of cash.

Minimum Qualifications

Education and Experience Equivalency:

High school diploma or G.E.D.

OR

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

1 to 3 years of experience in an 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.

Exposures

Individuals who are hostile or irate; individuals with known violent backgrounds; communicable diseases.