Administrative Specialist

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

Under general supervision of the Manager for the Risk and Insurance Management unit, this position will provide the full range of secretarial and general administrative support to the unit. This will primarily include supporting the Environmental Health and Safety subunit and the Risk and Insurance subunit. Duties will include, but are not limited to, processing all invoice payments, processing regulatory permits, processing requisitions, contracts and amendment requests, recording and tracking of all fiscal records for the unit, tracking of Personal Protective Equipment, data entry, collecting, formatting and distributing presentations and reports, and drafting correspondence. The incumbent will also schedule and take minutes for meetings, arrange for travel and process expense claims, prepare agendas, and performs other tasks, as required.

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 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

• Provide administrative support to the Risk Management Unit.
• Organize and maintain unit documentation, such as purchase orders, invoices, contracts, permits, and supporting records.
• Process, reconcile, and validate invoices for payment; review and process purchase orders; verify account coding, cost estimates, and approvals are received.
• Providing administrative support to the Risk and Insurance subunit.
• Enter Certificates of Insurance into FileMaker database.
• Maintain and update Vehicle Safety training records for all Judicial Council employees.
• Provide administrative support to the Environmental Health and Safety subunit.
• Process and track environmental regulatory permits for courthouse building equipment and hazardous materials stored at courthouse facilities.
• Issue and track temporary EPA ID numbers for courthouse facilities, and process and track manifests for hazardous waste disposal.

Salary

• $5,450 - $7,629/month

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 Information

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

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 29, 2025.

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.

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. Describe your experience and proficiency in specific software and database programs you have used (i.e. Adobe Acrobat, scanning software, Excel, PowerPoint, Word, etc.).
2. Describe your experience organizing and maintaining files and financial records for a team; include any specific software programs you have used.
3. Describe your procurement and invoice processing experience; include any specific software programs you have used.
    

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
• FlexElect 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.