Administrative Specialist

Overview

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

Under the general supervision of the Manager for Program Accountability, the Sustainability and Fiscal Administrative Specialist will provide comprehensive administrative support to the unit. This role will primarily involve assisting with the coordination and execution of internal programs, processes, and procedures. Key responsibilities include but are not limited to, supporting utility data entry, managing utility-related billing discrepancies, and assisting with the timely resolution of account issues. The position interacts with utility vendors, internal stakeholders, and customers to ensure accurate data entry and seamless billing processes. The role also requires coordination with various internal departments and external vendors to maintain data accuracy and resolve service-related issues, as well as report formatting and distribution, correspondence drafting, and procurement activities. Additionally, the role will involve managing travel arrangements, coordinating meeting logistics, preparing agendas, taking meeting minutes, and processing travel expense claims. The specialist will also maintain financial records and perform other administrative tasks as assigned.

This position requires the ability to work independently with moderate to minimal supervision, collaborating with various stakeholders including JCC Facility Services, Branch Accounting and Procurement, and vendors that work with the Sustainability 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 and includes 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 downtown Civic Center BART station. In Sacramento, the office is located 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.

Responsibilities

• Oversee the Sustainability inbox, addressing inquiries from vendors, distribution to staff, and ensuring timely responses and action.
• Independently manage the unit manager’s calendar, resolving scheduling conflicts, arranging meetings, and prioritizing appointments based on organizational needs and program requirements.
• Manage requisitions, contracts, and amendment requests in Fiscal, including initiating requests, receiving goods and services, and proactive follow-up on pending tasks.
• Review purchase orders, invoices, and receipts for correctness; verify that account coding, cost estimates, and necessary approvals are in place.
• Track and verify encumbrances in Fiscal to ensure all contract funds are properly allocated and managed.
• Handle utility account concerns and service-related issues in a professional and timely manner, ensuring customer satisfaction.
• Review customized reports for late bills, late fees, and missing invoices, identifying discrepancies and ensuring proper documentation.
• Prepare daily batch reports from the Energy Manager application, summarizing utility invoices.
• Accurately enter paper utility invoice data into the Energy Manager software, ensuring data consistency.
• Organize and maintain filed utility invoices and supporting documentation in an electronic system.
• Work with Fiscal Support and Sustainability teams to resolve potential issues with utility vendors or invoices, ensuring smooth processing and payment.
   

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

To ensure consideration of your application for the earliest round of interviews, please apply by April 27,2025. This position requires the submission of our official application, and a resume.

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. 
 

Pay and Benefits

$5,450 - $7,629 per month

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.