Administrative Specialist

Overview

The Judicial Council of California is accepting applications for the position of Administrative Specialist in the Leadership Support Services office.  

The Administrative Specialist provides essential administrative registration support services for Judicial Council educational programs and meetings. This support includes maintaining the conference registration database, preparing materials and facilitating registration-generated invitations to register. In addition, generate standard, custom and query reports, prepare mail merge and create word/excel spreadsheets. This position provides other essential support such as preparing and coordinating the shipping and delivery of registration materials and supplies as well as facilitating on-site registration support and coordinating related post event activities. The incumbent is required to travel 10% throughout the state of California.

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 the downtown Civic Center BART station.

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 office at least two days per week, based on their office leader’s direction, and reside in the area surrounding this location.
 

Responsibilities

• Maintains registration database, prepares materials and follows through with deliverables for all Judicial Council programs.
• Supports program attendees, faculty, and staff by processing their registration information and generating emails within the database. Ensures information is complete and accurate.
• Provides registration platform user assistance support to internal customers and program participants over the phone and by email. 
• Staffs main registration email inbox and phone line, responding as needed to inquiries.
• Creates and tests email correspondence templates such as registration acceptances, program welcome and waitlist or denial letters. 
• Generates standard, custom and query reports, prepares mail merge and creates word/excel spreadsheets. Formats and processes data for participant and class lists, name badges, name tents, mailing labels, bios, personal agendas, and meal tickets.   
• Prints and assembles name badges, compiles and sorts in alpha order. Performs bulk and batched name badge production. Prepares and coordinates the shipping and delivery of registration materials and supplies. 
• Populates the staging area with all items that need to be transported to the event.             
• Checks in each participant by scanning their name badge or marking attendance list, provides program materials, and answers participant questions.
• Maintains and oversees badge stock and lanyard inventory with quarterly assessments to ensure adequate supply. 
• In coordination with supervisor, purchases name badge stock and lanyards annually.
   

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.

Desirable Qualifications

• Basic knowledge of business process models with an ability to identify dependencies.
• Applying initiative and creativity to business process problem-solving.
• Organizing tasks, meeting deadlines and prioritizing competing demands within assignments.
• Listening and problem solving/troubleshooting.
• The ability to query, review and manipulate raw data into formatted reports.
• Learning new system features quickly.
• Developing and maintaining effective working relationships with colleagues and customers.
• Customer service and interpersonal skills.
• High level of computer proficiency, with an emphasis on Microsoft Office Suite (Word, Excel, etc.)
• Effective oral and written communication.
• Flexible and able to handle changes.
• Creative and resourceful.
• Meeting and/or conference registration experience desirable though not required.
• Cvent experience desirable though not required.

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 June 4, 2025. This position requires the submission of our official application, a resume and a response to the supplemental questions.

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.
 

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 one page.

1. Describe the skills, knowledge, and expertise you have that would specially qualify you to perform the duties of this position.
2. How do you prioritize your workload when dealing with multiple projects or programs?
3. Describe your experience providing customer service.