Administrative Specialist

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

The Administrative Specialist will provide support to the Qualify Assurance team. This will primarily include, but not limited to, data entry, collecting, formatting and distributing reports, drafting correspondence, and processing invoices. The incumbent will also arrange travel and process expense claims, prepare agendas, take meeting minutes, prepare and processes travel expense claims, maintain financial records, and perform other tasks, as assigned. This position will support the Facilities Supervisor and the architecture and engineering team. The incumbent will work collaboratively with the Inspection team as a cohesive Quality Compliance unit.

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, 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.

Duties

Architecture and Engineering Support:

• Fire Protection: track State Fire Marshall Violation notices. Coordinating SFM Annual Inspections for FM projects. Assist with the coordination of Fire and Life Safety program in county owned buildings. Assist with creation of training material and evaluation plans. Organize Fire Protection plan review sessions, distribute plan review comments. Address memos for code violations, document code violation corrections in FM projects. Contracts for Fire & Life Safety consulting firms. Manage database of Lessons Learned. Create GovMOTUS applications for fire and life safety reviews by Office of State Fire Marshal. Manage entries in CAFM. Process local fire invoices.
• Mechanical Electrical Plumbing: organize MEP plan review meetings, assist with distribution of plan review comments and following-up on unresolved items. Collect operation and maintenance data from Facility Operations. Document code violation corrections in FM projects. Manage Rooftop Lease Program contract and invoices, record keeping for the draft and final reports, track the payments received from vendors, calculate revenues. Document and track progress on FM projects, such as generator replacement, cooling tower replacement, re-roofing, and elevator upgrades. Coordinate plan review by MEP engineer for county owned buildings.
• Architecture: coordinate architectural plan reviews for capital projects. Manage database of the FM projects related to architecture and accessibility.

Administrative support for QA work with Project Management unit;

• Assist with Post Occupancy Evaluation scheduling, contract, and invoice management, recording of comments.
• For capital projects, calculate final success factor scores using MS Excel formulas, coordinate complete Qualify Review checklists by phases.
• Assist in creating fillable forms in Adobe Acrobat or Bluebeam.
• Upload QA records to SharePoint/JPIC/Procore, research project documents on SharePoint and other project platforms. File management and record keeping.

Use FI$Cal for contract administration and invoice processing:

• Process requisitions, agreements, contracts, and amended requests in FI$CAL, including but not limited to, File & Life Safety Consulting Services, Rooftop Lease Agreement, Design and Technical Peer Review Contracts, Post Occupancy Evaluation Agreements.
• Record, track, evaluate and maintain Quality Assurance fiscal records (e.g., invoices, purchase orders, and contracts) for accuracy, completeness, and compliance.
• Process, reconcile, and validate invoices for payment, review purchase orders and invoices for correctness, verify account coding, cost estimates, and approvals are received; manage corrections through vendors.
• Ensure the timely processing and payment of invoices.

General administrative support to QA Supervisor and QA staff:

• Use of MS Outlook and Work requiring high-level proficiency and extensive knowledge of application’s functionalities. Regular use of MS Excel, and Adobe Acrobat, requiring above average proficiency in use and familiarity of applications’ functionalities; working knowledge of PowerPoint, for use on an as-needed basis.
• Assist in calendar management using MS Outlook with particular emphasis on scheduling meeting requests, resolving scheduling conflicts. Make room reservations.
• Prepare agendas and meeting minutes, draft routine letters and memos. Prepare binders and other meeting materials and distribute accordingly.
• Prepare presentation materials for various units and program related trainings and meetings. Assist unit staff with presentations, e.g., develop special graphics for a PowerPoint presentation.
  

Salary

• $5,450 - $7,629/month

Qualifications

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

OR

Associate 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 Information

Please note, if you are selected for hire, verification of employment authorization to work in the United States will be required.

How to Apply

To ensure consideration of your application for the earliest round of interviews, please apply by 5:00 P.M. on June 24, 2025. This position requires the submission of our official application, a resume and a response to the supplemental questions. 

To complete an 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. 
 

Supplemental Questions

To better assess the qualifications of each applicant, please provide a response to the following questions:

1. What is your experience with meeting scheduling? Describe how you schedule meetings on short-notice for attendees with frequently busy schedules. 

2. Explain your knowledge and experience using Microsoft Excel, provide a self-assessment of your proficiency level, the functions used and the types of documents and reports you have prepared. 

3. Please describe your level of proficiency with Microsoft Outlook:as "Beginner", "Intermediate", "Advanced" or "None". 
 

Benefits

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
• Flex Elect Program
• Pretax Parking
• Long Term Disability Program (employee paid/optional)
• Group Legal Plan (employee paid/optional)

Equal Employment Opportunity

The Judicial Council of California Is an Equal Opportunity Employer.