ADMINISTRATIVE SPECIALIST

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RESPONSIBILITIES

• Provide administrative support to the Judicial Council AB 1058 CSC and FLF Program Unit.
• Update and maintain unit calendar and shared division calendars (Note: In addition, annually enter conference dates onto the Tentative Master Calendar and request entry of same to the JC Master Calendar).
• Provide administrative support to the annual base and midyear grant fund allocation processes for the AB 1058 CSC and FLF Program.
• Draft for unit's review, then send the standard e-mail to the AB 1058 Court Contacts to submit their budget questionnaires; compile, track, and save 110 questionnaires in a shared folder for AB 1058 Staff's review and analysis. Follow up with courts that have not submitted forms yet. (Note: the process is repeated for both base allocation and midyear allocations).
• Specialized administrative support, logistics, and coordination activities in support of conferences, distance education, and specialized programs, including the large-scale annual AB 1058 Child Support Training conference.
• Work closely with AB 1058 Team in planning and organizing the annual in-person or remote AB 1058 Child Support Training conference such as determining possible dates for the conference; when applicable participate in evaluating the hotels that submitted bids for the Request for Proposal; draft, format, then send correspondence to the invitees (abstracts request, invitations, save the date e-mail, etc.); update a variety of conference documents for Team's reference (agendas, brochure, timeline and checklist); collect and tracks registration fee check payments for deposit and application to database; compile and track workshop materials for online posting and printing as needed; when applicable coordinating shipping and delivery of materials to and from hotel site; prepare and track continuing professional education and Rule of Court certificates; and many other preconference tasks.
• Administrator of the California Department of Child Support Services' (DCSS) Internal Guideline Calculator (IGC) Child Support Enforcement (CSE).
• Format then send to the new CSCs the standard e-mail on how to apply for IGC access from DCSS so they may conduct local hearings; review, initial, and save the completed CSE User Application and Confidentiality Statement forms from the courts/new CSCs; send and track requests and responses for CSE access to California Courts Technology Center (CCTC) for processing.
• Electronic Requisitions of Purchase Orders (POs) including Office Supplies.
• Research/determine items to be purchased, including office supplies; prepare required supporting documents (e.g. Contract Detail Sheets, Staples Master Agreement, etc.) for supervisory review, approval and signature; submit items in the Division's internal Management approval database; enter and track approved item in Fi$Cal; track progress of the requisitions.

Working Conditions

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, and retirement savings plans. In San Francisco, the office is only a 7-minute walk from the downtown 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.

Minimum Requirements

This position does not have a Classification Specification. Requirements and qualifications for this position can be found in this announcement. For additional questions, please contact the hiring department listed below.

• ADMINISTRATIVE SPECIALIST

Additional Documents

• Job Application Package Checklist

Position Details

Job Code #: JC-473464 Position #(s): 156-100-3013-XXX Working Title: Administrative Specialist JO#6386 Classification: ADMINISTRATIVE SPECIALIST $5,450.00 - $7,629.00 # of Positions: 1 Work Location: Sacramento County Telework: Hybrid Job Type: Permanent, Full Time

Department Information

OVERVIEW The Judicial Council of California is accepting applications for the position of Administrative Specialist for the Center for Families, Children & the Courts. The Administrative Specialist performs, in addition to the administrative support needed on a daily basis for the operation of the AB 1058 Child Support Commissioner (CSCs) and Family Law Facilitator (FLFs) Program unit, multiple logistics and coordination activities such as assisting in the midyear and base allocation budget process by distributing to and receiving from the courts 110 questionnaires, exhibits, and contract deliverables. The position also prepares, reviews and enters up to 200 annual requisitions for purchase orders and contracts in FI$Cal, tracks and receives up to 2,400 invoices annually from courts, reconciles receivables in Fi$Cal, ensures that correct chartfield are incorporated on all supporting documents and verifies expenditures to assist in cost analysis. The position also assists in coordinating and organizing AB 1058 annual in-person or remote training conference for 450 court professionals by drafting communications to attendees, organizing workshop materials, supporting webinars and other remote convening technology, receiving and tracking registration fee check payments, and many other tasks. The Administrative Specialist tracks courts participating in the alternative timekeeping methodology, Rolling Time Studies (RTS) to ensure that courts are fully informed of the tracking week and supporting courts who need support for this methodology. Additionally, this position maintains and updates a number of mailing/distribution lists and listservs to ensure efficient dissemination of program correspondence; and tracks new CSCs and FLFs in order to provide them with resources and information about the program. The Administrative Specialist coordinates with the Department of Child Support Services to ensure that AB 1058 CSCs have access to the internal guideline calculator to conduct local hearings. The position interfaces with child support commissioners, family law facilitators, court executive officers, other court personnel, and non-court professionals. The position works primarily under direct supervision. 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.

Department Website: http://www.courts.ca.gov/careers

Application Instructions

Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.

Final Filing Date: 5/1/2025

Who May Apply

This is a non-testing Classification, therefore, anyone meeting the Minimum Qualifications listed on the Classification Specification may apply for this position. Individuals in specific programs, such as the Welfare to Work Program, are encouraged to apply and will be given priority according to the applicable Laws and Rules. Please note on your application your current participation in these programs. Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).

How To Apply

Completed Examination/Employment Application (STD 678) and applicable or required documents must be submitted to apply for this Job Posting. A completed copy of the Application Package listing must be included, when submitting your application in hard copy.

Address for Mailing Application Packages

You may submit your application and any applicable or required documents to:

Judicial Council of California Primary Cert Contact Attn: Please apply ONLINE in the Benefits section below 455 Golden Gate Avenue San Francisco, CA 94102-3688

Required Application Package Documents

The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:

• Current version of the State Examination/Employment Application STD Form 678. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
• Resume is optional. It may be included, but is not required.

Applicants requiring reasonable accommodations for the hiring interview process must request the necessary accommodations if scheduled for a hiring interview. The request should be made at the time of contact to schedule the interview. Questions regarding reasonable accommodations may be directed to the EEO contact listed on this job posting.

Desirable Qualifications

In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate: MINIMUM QUALIFICATIONS 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 year as an Administrative Assistant with the Judicial Council of California or one 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. OTHER Please note, if you are selected for hire, verification of employment eligibility or authorization to work in the United States will be required.

Benefits

HOW TO APPLY This position requires the submission of our official application, responses to the supplemental questions, and a resume. To ensure consideration of your application for the earliest round of interviews, please apply by 5:00 P.M. on May 1, 2025. To complete an online application, go to job opening #6386 at https://www.courts.ca.gov/careers.htm To complete the online application, please click the Apply for Job button. The Judicial Council provides reasonable accommodation to applicants with disabilities who request such accommodation. Reasonable accommodation needs should be requested through Human Resources at (415) 865-4260. PAYMENT & BENEFITS $5,450 - $7,629 per month 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)

Benefit information can be found on the CalHR website and the CalPERS website.

Contact Information

The Human Resources Contact is available to answer questions regarding the position or application process.

Department Website: http://www.courts.ca.gov/careers

Human Resources Contact: Alexis Ortiz (415) 865-4565 Alexis.Ortiz@jud.ca.gov

Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.

EEO Contact: Sandra Grace (415) 865-8944 Sandra.Grace@jud.ca.gov

California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.

Supplemental Questionnaire

The Judicial Council of California Is an Equal Opportunity Employer. Supplemental Questions To better assess the qualifications of each applicant, we will review your responses to the following questions. Please indicate for which employer you performed these functions. Your answers should not exceed a total of three pages. 1. Please describe what interests you about this job and why you believe it is a good fit. 2. Please describe your experience scheduling, coordinating and supporting group meetings and training, both in person and online.

Equal Opportunity Employer

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.

How to Submit an Application:

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