Administrative Specialist

Judicial Branch of California; San Francisco (CA); Hybrid; USD 65,000 - 85,000; Full time

Benefits offered by this job

Health/Dental/Vision benefits

CalPERS Retirement Plan

401(k) and 457 plans

PSLF eligibility

Job summary

The Judicial Council of California is accepting applications for the position of Administrative Specialist with the Facilities Services office.

Under the direction of the Facility Management Information Systems Supervisor, this Administrative Specialist position performs the full range of administrative duties in support of the Facility Management Information Systems (FMIS) and the Customer Support Center (CSC) units.

Qualifications

• Two (2) years of experience in administrative support, database maintenance, or meeting/event planning.
• Associate’s degree, preferably in the area of assignment. Additional directly related experience and/or education may be substituted on a year-for-year basis.

Responsibilities

• Support CAFM and FMIS databases including user account maintenance, data collection, uploads, validation, and data entry.
• Prepare and run queries and reports; coordinate with technical staff on data-related issues; monitor data for compliance; maintain and update databases.
• Drafts, proofs, processes, and tracks short form business requirements documents for low complexity system changes; validates system changes.
• Communicate with service providers on system maintenance activities and system changes; provide orientation to new staff on CAFM and FMIS systems.

Skills

Administrative support

Education

Associate’s degree

Job description

The Judicial Council of California is accepting applications for the position of Administrative Specialist with the Facilities Services office.

Under the direction of the Facility Management Information Systems Supervisor, this Administrative Specialist position performs the full range of administrative duties in support of the Facility Management Information Systems (FMIS) and the Customer Support Center (CSC) units. Duties include administrative support for the Computer-Aided Facilities Management (CAFM) system, and other peripheral databases to support the facility management of California's courthouses. Functions to support CAFM and other FMIS databases include:

• User account maintenance
• End user support
• User training
• Data collection, uploads, and validation
• Data entry
• Preparing and running queries and reports
• Working with technical staff to address data related issues
• Monitoring data for compliance and non-compliance for manager review
• Maintaining and updating databases
• Drafts, proofs, processes, and tracks short form business requirements documents for low complexity system changes
• Validates system changes
• Communicating with service providers on system maintenance activities and system changes
• Provides orientation and guidance to new staff on using CAFM and other FMIS systems/databases

Other administrative support duties include:

• Provide administrative support to the FMIS and Customer Support Center (CSC) units
• Processes fees, payments, and contracts
• Processes invoices as assigned
• Provides administrative support to the Facilities Services Office on an as-needed basis, which may include invoicing, requisitions, Travel Expense Claims, and office supply ordering/distribution

The Judicial Council

The Judicial Council of California is the policy setting body for the state court system and has constitutionally conferred statewide rule-making authority. This authority includes developing, advocating for, and allocating the judicial branch budget. A majority of Council members are California state justices and judges; however, the Council also includes lawyers, legislators, and court administrators.

By enhancing its role as a leadership, knowledge, and service resource for the judicial branch, the Judicial Council’s staff organization seeks to continue to evolve as one of California’s most dynamic public service entities, focused on improving access to justice for all Californians by innovating and responding to the changing needs of the courts and the public. As a government body charged with improving the statewide administration of justice, the Judicial Council has multiple offices with diverse responsibilities relating to court policy and operations. As employees of the council, every member of staff should view and approach their work as one Judicial Council with a public service mission that is greater than the sum of its parts.

The Judicial Council strives for work-life balance, including substantial vacation and holiday time. In addition, we offer an excellent benefits package, including pension, medical, dental, and vision coverage, flexible spending, up to $130 per month reimbursement for qualifying commuting costs, student loan forgiveness as part of Public Service Loan Forgiveness (PSLF), and retirement savings plans. In San Francisco, the office is only a 7-minute walk from the Civic Center BART station. In Sacramento, the office is minutes from downtown, just north of Discovery Park.

The Judicial Council offers hybrid work arrangements for many positions. The successful candidate will be expected to work in person at the Judicial Council’s San Francisco or Sacramento office at least two days per week, based on their office leader’s direction, and reside in the areas surrounding these locations. To be eligible for Judicial Council employment and participation in the Judicial Council’s Hybrid Work Program, a prospective or current employee’s primary residence/remote work location must be in the State of California and within a 150-mile driving radius of their assigned reporting location.

Some highlights of our benefits package include:

• Health/Dental/Vision benefits program
• 14 paid holidays per calendar year
• Choice of Annual Leave or Sick/Vacation Leave
• 1 personal holiday per year
• Up to $130 per month reimbursement for qualifying commuting costs
• CalPERS Retirement Plan
• 401(k) and 457 deferred compensation plans
• Employee Assistance Program
• Basic Life and AD&D Insurance
• FlexElect Program
• Pretax Parking
• Long Term Disability Program (employee paid/optional)
• Group Legal Plan (employee paid/optional)
• Public Service Loan Forgiveness (PSLF) eligibility

Equal Employment Opportunity

The Judicial Council of California Is an Equal Opportunity Employer.

EDUCATION AND EXPERIENCE

Two (2) years of experience in administrative support, database maintenance, or meeting/event planning.

OR

Associate’s degree, preferably in the area of assignment. Additional directly related experience and/or education may be substituted on a year-for-year basis.

OR

One (1) year as an Administrative Assistant with the Judicial Council of California or one (1) year of experience performing the duties of a class comparable in the level of responsibility to that of an Administrative Assistant in a California superior court or California state-level government entity.