Administrative Specialist

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.

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

• 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.

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 1, 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. 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.
    

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.