Administrative Specialist

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

The Administrative Specialist provides comprehensive administrative support to unit staff, including calendar management, meeting coordination, and document preparation. Primary responsibilities include processing invoices, requisitions, contracts, and amendments in FileMaker Pro and FI$Cal; researching and developing reports using multiple information sources; and maintaining SharePoint sites. The incumbent also serves as first-line SharePoint support for Facilities Services staff, processes travel and expense claims, maintains financial records, and performs other duties as assigned.

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. 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 administrative support to the unit’s Principal Manager:
  • Calendar management using MS Outlook, including scheduling meetings, resolving conflicts, and coordinating with stakeholders. Proactively identify scheduling conflicts and independently reschedules appointments based on priorities. Develop meeting agendas in consultation with the meeting organizer and other stakeholders.
  • Use of MS Outlook and Word requiring high-level proficiency and extensive knowledge of their functionality. Periodic use of MS Excel and PowerPoint, requiring above-average proficiency in use and familiarity with applications’ functionalities. Working knowledge of Access and Visio, for use on an as-needed basis.
  • Format, type, and proofread a variety of documents, such as correspondence, program materials, contracts, proposals, tables, charts, and graphs.
  • Schedule and arrange for meetings; make room reservations, prepare agendas, and document meeting notes/action items as requested.
  • Prepare presentation materials for various unit and program-related trainings and meetings. Assist unit staff with presentations, e.g., enhance
• Process invoices, requisitions, contracts, and amendment requests in the FileMaker Pro and FI$Cal applications.
• Conduct research and report development.
• Research information for various work products using staff inquiries, internet/intranet searches, databases (including SharePoint and CAFM), and other sources. Incorporate data and edits information from multiple sources into reports or documents of moderate complexity.
• Provide first-line support to Facilities Services staff for common SharePoint issues, including access permissions, document uploads, navigation, and basic functionality questions.
  

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.

DESIRABLE QUALIFICATIONS

• Effective writing and editing skills, including the ability to be concise.
• One (or more) years of experience working with SharePoint.
• Ability to create graphical PowerPoint presentations.
• Demonstrated experience with taking ownership of assignments and meeting deadlines.

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 March 24, 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. Describe your experience proofreading a variety of documents, such as correspondence, program materials, contracts, proposals, tables, charts, and graphs. Please provide specific examples.
2. Describe your experience writing professional documents such as emails, reports, memos, or presentations. What types of documents do you write most frequently, and what strategies do you use to ensure clarity and accuracy?
3. This position entails both SharePoint support and invoice processing. Please describe:

• Your experience supporting SharePoint or document management systems (managing permissions, uploading documents, troubleshooting user issues)
• Your experience reviewing and processing invoices, including systems/tools used (e.g., FileMaker, FI$Cal, Excel) and how you ensured accuracy

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.