Administrative Specialist

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

Under the direction of the Facility Management Information Systems Supervisor, this Administrative Specialist position performs the full range of administrative duties in support of the Facility Management Information Systems (FMIS) and the Customer Support Center (CSC) units. Duties include administrative support for the Computer-Aided Facilities Management (CAFM) system, and other peripheral databases to support the facility management of California's courthouses. Functions to support CAFM and other FMIS databases include:

• User account maintenance
• End user support
• User training
• Data collection, uploads, and validation
• Data entry
• Preparing and running queries and reports
• Working with technical staff to address data related issues
• Monitoring data for compliance and non-compliance for manager review
• Maintaining and updating databases
• Drafts, proofs, processes, and tracks short form business requirements documents for low complexity system changes
• Validates system changes
• Communicating with service providers on system maintenance activities and system changes
• Provides orientation and guidance to new staff on using CAFM and other FMIS systems/databases

Other administrative support duties include:

• Provide administrative support to the FMIS and Customer Support Center (CSC) units
• Processes fees, payments, and contracts
• Processes invoices as assigned
• Provides administrative support to the Facilities Services Office on an as-needed basis, which may include invoicing, requisitions, Travel Expense Claims, and office supply ordering/distribution

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, student loan forgiveness as part of Public Service Loan Forgiveness (PSLF), 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. To be eligible for Judicial Council employment and participation in the Judicial Council’s Hybrid Work Program, a prospective or current employee’s primary residence/remote work location must be in the State of California and within a 150-mile driving radius of their assigned reporting location.

Duties

• Provide support for CAFM and other FMIS databases
  • Account Management: Set up new user accounts, retire accounts, assist with password resets, support login issues, and update users' profiles.
  • End User Support: Serve as the first point of contact on the FMIS team for customer support requests for the CAFM database.
  • Provide training to internal and/or external users (typically 1 on 1) in assigned areas, including CAFM and FMIS databases.
• Provides administrative support for the FMIS and CSC units, and the Facilities Services Office on an as-needed basis
  • Calendar management using Microsoft Outlook. Emphasis on scheduling meeting requests, resolving scheduling conflicts, and shifting meetings in consultation with other parties as needed.
  • Frequent use of Word and Excel and various FileMaker PRO databases requiring high-level proficiency. Periodic use of Visio, PowerPoint, and Access requiring average proficiency.
• Billing/Invoice Management
  • Intake and Routing of invoices for approval within the office. Log invoices into invoice tracking databases and work with the Fiscal Support Unit to process payments. Provide back-up coverage and support for FSI inbox (Facilities Services Invoices) when primary staff is unavailable.
  • Attend monthly unit budget review meetings.
• Other Administrative Support
  • General administrative duties such as daily mail sorting and distribution, maintenance of phone and email distribution lists.
  • Support updates to Facilities Services internal SharePoint resources pages, including support for organizational charts, rosters, floorplans, and onboarding resources.
  • Draft, proof, process, distribute, and track correspondence and forms. Develop templates and forms. File and/or post documents as assigned.
    

Salary

• $5,614 - $7,858/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 (1) year as an Administrative Assistant with the Judicial Council of California or one (1) 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 October 5, 2026.

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. Telecommunications Relay Service (TRS) is available by dialing 711. Once connected, provide the relay operator with the number for Human Resources: 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. Please describe what interests you about this job and why you believe it is a good fit.
    

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)
• Public Service Loan Forgiveness (PSLF) eligibility

Equal Employment Opportunity

The Judicial Council of California Is an Equal Opportunity Employer.