Administrative Specialist 2 (General Operations Division)

Administrative Specialist 2

The Passaic Vicinage General Operations Division is seeking an individual with excellent analytical, communication, and administrative skills to serve as an Administrative Specialist 2. The selected candidate will work under the direction of the Court Executive 2B or their designee to provide professional and administrative support for the General Operations Division. The selected candidate must possess excellent communication and interpersonal skills and be able to assist staff and customers by explaining technical details in a manner the user can understand. The selected candidate must work well in a fast-paced, deadline-driven environment and must be able to organize, prioritize, and meet established deadlines. The selected candidate must be able to manage multiple priorities, respond to the needs of different customers, creatively design, and implement solutions and efficiencies and administratively support the General Operations Division management. Knowledge about court operations and the applications used by courts is helpful.

REMOTE WORK: The Judiciary currently offers a hybrid work schedule, and this position may qualify for up to 2 days of remote work outside of Judiciary buildings. To participate in this program, in addition to installing a multifactor authentication app on your phone or tablet, you will be required to have high speed home internet access.

Example of Duties

• Coordinate workflow to team members or other groups with assigned tasks.
• Analyze data and reports for distribution or action.
• Answer questions posed by judges, attorneys or community organizations, the public, clients, customers, complainants, co-workers, subordinates, or management.
• Screen confidential material for release to the public or other authorized person/agency.
• Facilitate and provide support for Records Management and inventory of off-site storage warehouse. Entry and upkeep of records database. Identify storage solutions. Process records regarding transfer and destruction paperwork. Maintain regular communication with vicinage records' liaisons.
• Provide cross-training to co-workers and provide direction and feedback.
• Oversee and coordinate state vehicle fleet, including maintenance and service.
• Assist with all mailroom operations including processing mail to mail delivery.
• Provide public access case information to court users. Create and display vicinage signage.
• Provide customer service to jurors, if virtual selection, serving as Zoom moderator, or in-person checking in juror attendance, processing juror payments, coordinating workflow in the unit, coordinating use of and tracking Judiciary tablets, and record Grand Jury hearings.
• Oversee, organize, and implement multiple types of media technology for courtroom presentation and access. Facilitate equipment accommodations for the court as requested by attorneys and the public including setup of video teleconference, sound amplification systems, and assistive listening devices. Troubleshoot and act as CourtSmart liaison between Appellate Division, Information Technology Division, and court staff. Plan implementation of projects or programs. Make recommendations on utilization of available funds, equipment, and materials. Submit requisitions for furniture, services, and office supplies. Organize and set up vicinage events.
• Serve as liaison to Passaic County Buildings and Grounds, Passaic County Sheriff's Department and Passaic County Administrator's Office to report ongoing building and operational issues, conducting security/facility surveys and following up on the status of remediation efforts.
• Attend, record minutes, and conduct follow-up for all facility meetings.
• Coordinate and communicate with the involved parties regarding all ongoing facilities projects, renovations projects, relocations, and other asset related duties, including the reconciliation of fixed assets and conducting audits to ensure compliance with established policies and procedures.
• Serve as back-up to the Interpreter's Unit, including assistance in the processing of freelance interpreter payment vouchers in a timely fashion. Serve as back-up to Transcripts and other areas in the General Operations Division as needed and perform related duties as required.

Qualifications

Graduation from an accredited college or university with a bachelor's degree. Substitution: Applicants who do not possess the required education may substitute additional paraprofessional and/or professional experience on a year-for-year basis with one year of such experience being equal to 30 semester hour credits. An associate degree from an accredited college or university and two years of additional paraprofessional and/or professional experience may be substituted for a bachelor's degree. Applicants who are approaching their anticipated graduation date may apply. If selected, the applicant must complete their degree no later than their start date. Education Note: Degrees conferred outside of the United States must be evaluated by a recognized evaluation service.

Supplemental Information

Driver's License: Appointees will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle is necessary to perform essential duties of the position. Authorization to Work: US citizenship is not required. Selected candidate must be authorized to work in the US according to Department of Homeland Security, US Citizenship and Immigration Services regulations. Special Note: Newly hired employees must agree to a thorough background check that will include fingerprinting. All data received will be kept in strict confidence except to inform the individual of the findings and what action will be taken as a result of this information. Residency Law: In accordance with N.J.S.A. 52:14-7 (L. 2011, Chapter 70), the "New Jersey First Act," all persons newly hired by the Judiciary within one year must establish, and then maintain, principal residence in the State of New Jersey. Any person may request an exemption from that requirement from the Employee Residency Review Committee in the Department of Labor & Workforce Development on the basis of either hardship or employer critical need. HOW TO APPLY: The NJ Judiciary requires all applicants to complete the application process fully and as instructed. All applicants must complete the work experience and education sections and attach any required documents. Applications must describe all relevant work experience in detail, beginning with your current or most recent job, including military service (indicate rank), internships and job-related volunteer work, if applicable. Use a separate section to describe each position. Applicants who indicate "see resume" or enter their initials to acknowledge that they have skipped the Work History and Education sections will not be considered, unless they do not possess any education history or work experience. Only applicants that follow the application instructions and submit completed applications will be considered. The New Jersey Judiciary consists of: the Supreme Court, the Superior Court including the Appellate Division and the Trial Court of the 15 vicinages in New Jersey, the Tax Court and the Municipal Court System. The Administrative Office of the Courts provides technical assistance, operational support, training, research and development, budget and personnel coordination, and development and operation of information systems for the Courts of New Jersey. The Judiciary of New Jersey is an Equal Opportunity/Affirmative Action Employer Committed to Ensuring an Open Door to Justice NeoGov applicant support at View phone number on click.appcast.io (toll free call) Monday through Friday, 6:00 AM to 6:00 PM Mountain Time (MT)