The Court Administration Specialist reports directly to the Clerk of Court/Court Administrator. The incumbent supports the Office of the Court Administrator, Chief Deputies of Administration and Operations, as well as other administrative service departments and performs a variety of administrative, technical, and professional work related to multiple administrative functions, ensuring compliance with the appropriate guidelines, policies and approved internal controls.
Qualifications must be met at the time of the application. Required: High School graduation or equivalent and a minimum of two (2) years of specialized experience. Completion of a bachelor's degree* may be used as an educational substitution. Specialized experience is defined as progressively responsible clerical or administrative experience that is in, or closely related to, the work of the position and which has demonstrated the particular knowledge, skills, and abilities to successfully perform the duties of the position and involves the routine use of software for word processing, data entry and report generation. The successful candidate must possess the following knowledge, skills, and abilities: Proficient in the use of Microsoft Word, Excel, and PowerPoint. Skill and ability to manage an executive office in a professional environment. Ability to exercise mature judgment. Excellent written and oral communications, including the writing, editing, and proofreading of documents for spelling, grammar, style, abbreviations, and correct legal citation formats. Ability to learn Court rules and policies. Thorough knowledge of using executive office procedures and equipment. Familiarization with virtual platforms (Zoom, Teams, etc.). Ability to multitask. Ability to maintain confidentiality and interact tactfully with a wide variety of persons is critical. Skill in administrative matters: file maintenance, record keeping, reporting and preparation of presentation material. Preferred: A minimum of two (2) years of specialized experience in a court/legal environment. *Degree must be from an accredited college or university in business or public administration, political science, criminal justice, law or closely related field.
Duties include but are not limited to the following (a full list is available upon request): Provides administrative support to Clerk of Court, Chief Deputy Clerks, senior managers and serves as a back-up to other administrative staff. Perform office reception duties, including receiving and screening calls, answering routine questions, directing calls and visitors, and distributing mail to the appropriate person or department. Communicate and respond to judges, chambers staff and management requests regarding court operations, policies and procedures. Communicate clearly and effectively, both orally and in writing, to explain operational matters and concepts. Interact effectively with the public and staff, providing quality customer service and resolving issues efficiently. Daily interaction with District Judges, Magistrate Judges, court staff, and the public. Prepare executive correspondence and other materials from dictation, rough copy or own notes for review and signature by unit executives and/or Chief Judge. Proofread and edit materials for accuracy, proper grammar, and spelling. Disseminate communications to appropriate executives, managers and staff, and follow up on action items to ensure a comprehensive and coordinated response, where required. Maintain calendar of the Chief Deputies. Make travel and lodging arrangements. Prepare travel vouchers in accordance with existing policies and procedures. Assist with the coordination and scheduling of United States Citizenship and Immigration Services (USCIS) on-site and off-site Naturalization Ceremonies. Provide support for naturalization ceremonies, both planning and day-of execution. Assist with the administration of Magistrate Judges' performance evaluation process. Maintain records, files and other office reference materials, such as administrative manuals, bulletins, etc., including electronic and hard copy. Conference and Event Planning/Ceremonial & Special Court Sessions, Internal Audits, Public Information & Communications and Civics Outreach Program duties (see full list) Develop data tracking systems and a variety of other inventory related items. Coordinate approvals and payments for non-appropriated and fund accounts. Comply with the Guide to Judiciary Policy, applicable Administrative Office policies and procedures, internal controls guidelines, and all local policies and procedures. Abide by the Code of Conduct for Judicial Employees. Provide backup assistance and support to various administrative departments as directed. Perform other duties as assigned.