Administrative Assistant

Salary : $53,955.20 - $85,467.20 Annually Location : Roseville, CA Job Type: Full-Time Regular Department: Administration Division: Admin Opening Date: 12/19/2024 Closing Date: 1/5/2025 11:59 PM Pacific Recruitment Information: Candidates will be contacted the week of January 6th, 2025 regarding status of their application. Job Summary Under general supervision, the incumbent in this at-will classification provides essential administrative support to judicial officers, executive, administrative, and/or senior management staff, including confidential administrative assistance, program coordination, process improvement, and resolution of administrative issues. EMPLOYMENT AT WILL The Administrative Assistant is established as an "at will" classification and, as such, serves at the pleasure of the Court Executive Officer. The Court Executive Officer has the right to terminate the employment of any incumbent in this position at any time, with or without advance notice, and with or without cause. DISTINGUISHING CHARACTERISTICS The Administrative Assistant 1 is the entry-level position in the series. At this level, the incumbent is under close supervision and is required to perform a combination of various confidential administrative support tasks of minimal to average difficulty. As experience is gained, there is greater independence of action within the established guidelines and operating procedures.The Administrative Assistant 2 is the journey-level position in the series, providing confidential administrative support, under general supervision. Incumbents are assigned to perform paraprofessional level responsibilities such as gathering and compiling data and coordinating with other departments. Administrative Assistant 2 is distinguished from the Executive Assistant in that the latter is a supervisory-level classification. JUDGMENT AND RESPONSIBILITY This classification performs duties based on organizational directives and objectives and may receive technical and functional direction from judicial, executive, administrative, and/or senior management staff. The classification has no supervisory responsibility and minimal decision-making authority. This classification requires an individual with strong professional judgment and communication skills to interact effectively with diverse stakeholders, perform complex administrative tasks, training, and assist with projects. This position requires the use of discretion and sound judgment in the performance of duties. Essential Functions ESSENTIAL FUNCTIONS The Court reserves the right to assign or reassign duties as required to achieve business and operational objectives. The essential functions listed below are considered standard duties of this position and, if/when assigned, must be accomplished effectively and efficiently. These essential functions include, but are not limited to the following: Relieves judicial, executive, administrative, and/or senior management staff of routine administrative duties, including but not limited to preparing correspondence, planning and maintaining calendars, scheduling meetings and conferences, and coordinating travel arrangements. Prepares agendas and minutes for various committees and meetings. Prepares and proofreads complex documents from instructions, draft, etc. (e.g., orders, correspondence, memoranda, reports, forms, spreadsheets, charts, or other graphic representations of information). Collects, compiles, verifies, and presents data for statistical studies and reports. Performs general office duties including and not limited to maintaining files and office records, retrieving and reviewing email and voicemail messages, directing messages and inquiries to the appropriate party, processing mail, distributing supplies and law books, routing incoming correspondence, obtaining signatures, and operating a variety of office equipment. Receives and screens visitors and callers; explains procedures and provides detailed and accurate information in a courteous and professional manner. Function as an interface with the public, vendors, justice partners, community partners, Judicial Council, judicial officers, and Court Administration and staff. Identifies opportunities to streamline processes and increase efficiency. Assists in planning and coordinating projects, programs and events; provides administrative support for court, bench and community activities. Provides backup support to administrative staff. EMPLOYMENT STANDARDS Employment standards are intended to express the general expectations of the position, in addition to the essential functions provided above. It is expected that the incumbent would possess the knowledge, skills and abilities listed below at hire and/or within a reasonable amount of time after hire, through experience and training. Knowledge Of: Principles and practices of modern office administration, time management and record keeping, including but not limited to filing systems, business correspondence, and report writing, including experience with Microsoft Word, Excel, PowerPoint and Outlook. Webinar software and facilitating virtual meetings. Strong written communication skills and principles and practices of professional business communication including correct English usage, grammar, spelling, vocabulary, and punctuation. Administrative and clerical procedures and systems. Financial and statistical record-keeping techniques. Organization and scheduling of clerical activities and legal office services. Court organization, operations, policies and procedures. Event planning; project management. Basic research methods. Active listening. Time management. Ability To: Provide varied and complex administrative support duties, often with frequent interruptions or distractions; provide simultaneous attention to multiple tasks. Organize and set priorities, meet critical and legally established deadlines, follow-up on assignments and adjust priorities quickly as circumstances dictate. Use initiative, common sense and sound independent judgment within established guidelines tin the performance of duties. Read, interpret, apply and explain rules, regulations, court policies and procedures in making work decisions or in providing information to others. Establish and maintain an effective and orderly filing system, allowing for the retrieval of files in a timely manner. Organize complex materials, maintain records and summarize in report form; compose written documents and material independently or from oral instructions; compile and verify data and prepare clear, accurate and concise correspondence, records and reports. Communicate effectively both orally and in writing. Understand and respect limits of authority. Use tact, discretion and diplomacy in dealing with sensitive situations and concerned customers. Work under tight time constraints to meet deadlines. Follow procedures and take action within established authority limits. Work with the utmost discretion; maintain confidentiality of court documents and records. Establish and maintain effective working relationships, and interact appropriately, with judicial officers, court employees, justice partners, members of the public, and others encountered in the course of work. Adapt to meet current business needs, and actively look to assist others. Qualifications The standard qualifications for this classification are listed below; however, any combination of experience and training that would provide the required knowledge and the ability to perform the essential functions may qualify. Typing speed of at least 55 (net) words per minute with minimal errors. AND High school diploma or General Education Development (GED) or High School Equivalency Test (HiSET). AND Administrative Assistant 1: Two (2) years of progressively responsible clerical and administrative experience performing complex and highly responsible office and administrative duties using standard office computer programs and office equipment. Administrative Assistant 2: One (1) year of experience as an Administrative Assistant 1 with the Placer County Superior Court. OR Four (4) years of progressively responsible clerical and administrative experience performing complex and highly responsible office and administrative duties using standard office computer programs and office equipment or equivalent combination of education and experience. Note: An Associates degree may be substituted for up to 1 year of clerical work experience or a Bachelors degree may be substituted for up to 2 years of clerical work experience. Supplemental Information Reasonable accommodation may be available to a qualified individual with a disability if it will enable them to perform the essential functions of this classification. If reasonable accommodation is required to participate in the recruitment process or to perform any of the functions and related tasks assigned or which may be assigned, please contact the Human Resources Division. This document is intended to describe the general nature and level of work performed by individuals assigned to this job classification. It is not intended to provide an exhaustive list of all duties and responsibilities of personnel in all divisions and/or a location so classified, nor is it intended to limit the authority of supervisors or managers to assign or direct the activities of employees. The Placer County Superior Court values its employees and offers the following benefits: Vacation Leave : Accruals start at ten (10) days per year (accrual rate and vacation caps are based on years of service.) Sick Leave : Twelve (12) days per year. Holidays : Fourteen paid holidays per year. If the Court conducts an All-Staff Training Day on the Cesar Chavez holiday, employees receive thirteen (13) paid holidays and one (1) floating holiday. Affordable Medical Benefits : The Court offers two (2) Blue Shield PPO medical plans, one (1) Blue Shield EPO medical plan and one (1) Kaiser medical plan. The Court pays 100% of the premium for one Blue Shield PPO plan and the Kaiser plan, regardless of coverage level. Dental Insurance : The Court pays 100% of premium for employee and dependents. Vision Insurance : The Court pays 100% of premium for employee and dependents. CalPERS Retirement : Classic 2% 55; PEPRA 2% 62. Specific benefit formula will be determined per California Public Employees Retirement System regulations. Employees pay 100% employee contribution and the Court pays 100% of employer contribution. Life and AD&D Insurance : $50,000 of life insurance and accident insurance is paid by the Court. Voluntary plans are also available, for employees to purchase additional coverage for themselves and their dependents. Social Security and Medicare : The Court and the employee both contribute 7.65% of wages toward Social Security and Medicare. State Disability and Paid Family Leave Insurances : Partial wage-replacement insurance plans are funded through employee payroll deductions. Employee Assistance Program: The Court pays 100% of premium for employee and dependents. CalPERS 457 Deferred Compensation Plans: Employer contribution each pay period both traditional and Roth plans are available for voluntary employee contributions. Long-term Disability Plan (Voluntary) Flexible Spending Accounts : Pre-tax benefits for qualifying medical and/or dependent expenses. (Voluntary) Online Privacy Protection (Voluntary & paid by employer) Free Parking (onsite parking in designated areas) Flexible Work Schedules (available dependent upon classification) Public Service Loan Forgiveness (PSLF) : Court employment qualifies for PSLF Program. 01 Instructions for completion: Carefully read the official Superior Court job bulletin for this position. Any official Superior Court application submitted for this examination without a completed questionnaire will be rejected. When prompted, you must provide a response to the question. Referrals to a resume or your application will be considered a non-response and your application will be subject to rejection. Do you understand this advisement? Yes No 02 Do you have a High School diploma or possession of a GED? Yes No 03 Do you have an advanced degree? Yes No 04 If you answered "yes" to question 3, please indicate the type of degree and the field in which the degree was earned. 05 How many years of progressively responsible clerical and administrative experience do you have? 06 Briefly describe the experience that you believe best highlights your qualifications for this position. 07 Certification Statement: By completing the following questionnaire, I hereby attest that all information I have provided is true and complete to the best of my knowledge. I acknowledge that Human Resources staff may contact my employers to verify the information that I have provided. I understand that any misrepresentations, falsifications, or omissions of material facts may subject me to actions including removal from this examination and dismissal during any period of Superior Court employment. Do you agree with this certification statement? Yes No 08 Please describe why you are interested in working in Court Administration. Required Question