Administrative Specialist

Responsibilities

General administrative support:

• Extensive calendaring using Outlook, with particular emphasis on scheduling meeting requests; resolving scheduling conflicts, shifting appointments and meetings in consultation with other parties as needed. Independently and proactively identifies calendar conflicts on short- and longer-term basis.
• Frequent use of Word and Excel requiring high-level proficiency and extensive knowledge of application’s functionalities. Periodic use of Access, PowerPoint, and Visio, requiring above average proficiency in use and familiarity of applications’ functionalities.
• Draft routine correspondence, memos, letters, and other written correspondence for principal manager and unit staff.
• File and keep organized contracts, amendments, requisitions, and written correspondence. Organize and maintain various files; purge files as needed.

Billing/Invoice and Contract Administration:

• Routing of invoices for approval. Log invoices into FI$Cal and work with budget analyst to put invoices on track to be paid timely. Research, when required, to confirm billing and fund code are correct and is as stated on the contract.
• Process requisitions, agreements, contracts, and amendment requests. 
• Record, track, evaluate, and maintain fiscal records such as invoices, purchase orders, and contracts for accuracy, completeness, and compliance. 

Research and report development:

• Research information for various work product or background references via staff inquiries, internet/intranet search, network drives, CAFM, SharePoint, and other information sources. Incorporation of data and editing multiple sources of information into reports of moderate complexity.
• Follow-up with staff on information requests for development of reports, presentation, and other documents. Edit contributions into seamless deliverable.
• Retrieves, revises and reconstructs previous reports and report materials periodically and in response to requests for information on Facilities Services programs, projects, initiatives, etc. 

Provide administrative support to Trial Court Facilities Modification Advisory Committee Meeting:

• Coordinate meeting logistics, on-site and off-site activities, including travel airline/hotel reservations, transportation, and off-site meetings request for block of rooms.
• Work with Analyst to preparing and distribute meeting documents/reports. 

Qualifications

Two (2) years of experience in administrative support, database maintenance, or meeting/event planning. 

OR

Associate 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 August 23, 2025.

To complete an 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

$5,614.00 - $7,858.00 per month

Please note due to statewide fiscal conditions, the posted salary range is subject to a 3% reduction. In exchange for this reduction, judicial branch employees accrue an additional 5 hours of paid personal leave per month through June 30, 2027.

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
• Flex Elect 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.

Overview

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

The Administrative Specialist will provide administrative support to the Project Management unit. The incumbent supports the administration of programs, processes, and procedures associated with capital outlay projects. Duties include data entry; collecting, formatting, and distributing reports, drafting correspondence; coordinating meetings and arranging travel and processing travel expense claims, prepare agendas; taking meeting minutes, and other tasks 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 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 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.