Judicial Administrative Specialist IV

State-of-Delawar; Wilmington (DE); On-site; USD 55,000 - 85,000; Full time

Job summary

State of Delaware's court system seeks a high-level Judicial Administrative Specialist to support a Court Administrator and leadership team. The role acts as a confidential assistant, represents the administrator, coordinates calendars, drafts documents, and maintains critical records.

You will develop reports, track performance indicators, manage data in automated systems, and assist with policy and training materials.

Qualifications

• Experience evaluating office workflow, priorities, and performance.
• Experience composing official documents and managing communications.
• Experience collecting data from multiple sources for reports.
• Ability to guide management on administrative matters.
• Experience preparing and maintaining court-related records.
• Supervision or lead-worker experience is preferred.

Responsibilities

• Liaises with public, clients, attorneys, and staff to exchange information.
• Coordinates calendars for staff, judicial officers, and events.
• Creates documents, presentations, and manages schedules and spreadsheets.
• Drafts and distributes communications and legal paperwork.
• Maintains court-related documents, files, and reports.
• Implements tracking systems and follow-up for timely resolutions.
• Ensures records comply with retention policies and confidentiality.
• Supports decision making and performance monitoring with data.
• Maintains policies, procedures, and training materials.
• Uses information systems to enter, update, and report data.
• Arranges delivery of supplies and essential paperwork.

Skills

Office operations evaluation

Administrative support

Data collection and reporting

Management guidance

Confidential records handling

Staff supervision (lead worker)

Education

Staff supervision coursework

Tools

Office software

Automated information systems

Job description

Summary Statement

This is the fourth level of judicial administrative specialist work, providing high-level judicial administrative support for an entire court, on behalf of a Court Administrator. In addition to work performed at the Judicial Administrative Specialist III level, employees perform a broader scope of work with greater latitude in problem-solving and decision-making. An employee at this level serves at the pleasure of the Court Administrator and is the personal/confidential assistant to the Administrator and leadership team. Work includes frequently representing the Court Administrator in a variety of situations to resolve escalated issues, maintain effective communications, and support on-going operations, programs, and services of the assigned court.

Essential Functions

Essential functions are fundamental, core functions common to all positions in the class series and are not intended to be an exhaustive list of all job duties for any one position in the class. Since class specifications are descriptive and not restrictive, employees can complete job duties of a similar kind not specifically listed here.

• Serves as a liaison with the public, clients, attorneys, court staff, and others to exchange information. Applies and explains court services and Judicial Branch rules, regulations, standards, policies, and procedures.
• Assures effective coordination of functions for operational staff, judicial staff, and judicial officers, as well as stakeholder coverage of calendars.
• Schedules, coordinates, and confirms details on court calendars including meetings, hearings, appointments, or events.
• Creates formatted documents, generates and shares presentations, manages schedules, and develops and manages spreadsheets.
• Drafts, manages, and distributes communications and other materials for public and/or internal use, which includes assisting with the distribution of legal paperwork to appropriate units and parties.
• Creates, coordinates, and maintains legal and other court-related documents, files, and reports.
• Establishes tracking and monitoring systems, including record-keeping systems or logs, to ensure effective, accurate, and easily retrievable information, and conducts follow-up for timely resolution of matters.
• Ensures records are maintained in compliance with retention schedules and applicable policies and procedures pertaining to security and confidentiality of legal records.
• Assists higher-level staff with decision making and monitoring of key operational/program indicators by collecting/organizing data, preparing reports, supporting performance tracking, or performing related support work.
• Participates in maintaining policies, procedures, guidelines, or training manuals, and maintains information in databases.
• Uses automated information systems and computer software to enter, update, modify, delete, retrieve, and report on data.
• Arranges for the delivery of supplies and paperwork necessary to maintain essential functions.
• Performs other related duties as required.

Job Requirements

Applicants must have education, training and/or experience demonstrating competence in each of the following areas:

• One year of experience in evaluating office operations such as workflow, priorities, and performance and making recommendations for improvements.
• Three years' experience in performing administrative specialist work such as composing official documents, drafting and distributing communications or other materials, tracking and resolving issues with workflow, assisting with research, special projects or data/information management, or other similar work in support of administrative, technical, program, and/or office operations.
• Three years’ experience in collecting, compiling, and evaluating data from multiple sources to prepare reports, letters, or other administrative documents.
• Two years' experience in providing guidance and consultation to management, customers, and others on administrative matters.
• One year of experience in preparing and maintaining accurate legal and other court-related records, files, and reports.
• Coursework, training and/or work experience in staff supervision which may include performing as a lead worker overseeing the work of others.

Conditions of Hire

A satisfactory criminal background check is required as a condition of hire.

Direct deposit of paychecks is required as a condition of hire.

Benefits

To learn more about the comprehensive benefit package please visit our website at https://dhr.delaware.gov/benefits/

Selection Process

The application and supplemental questionnaire are evaluated based upon a rating of your education, training and experience as they relate to the job requirements of the position. It is essential that you provide complete and accurate information on your application and the supplemental questionnaire to include dates of employment, job title and job duties. For education and training, list name of educational provider, training course titles and summary of course content. Narrative information supplied in response to the questions must be supported by the information supplied on the application including your employment, education and training history as it relates to the job requirements. Once you have submitted your application on-line, all future correspondence related to your application will be sent via email. Please keep your contact information current. You may also view all correspondence sent to you by the State of Delaware in the “My Applications” tab at StateJobs.Delaware.gov.

Accommodations

Accommodations are available for applicants with disabilities in all phases of the application and employment process.

Individuals who use TDD may request auxiliary aid or service by calling [phone] or by visiting delawarerelay.com.

If you need assistance with an accommodation under the Americans with Disabilities Act (ADA) or general applicant support, you may call [phone] or email [e-mail].

The State of Delaware is an Equal Opportunity employer and values a diverse workforce. We strongly encourage and seek out a workforce representative of Delaware including race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression.