Administrative Specialist 3

Administrative SpecialistThe Essex Vicinage is seeking a creative and detail-oriented administrative specialist to join our team. The ideal candidate will demonstrate exceptional customer service, strong problem solving and leadership abilities, along with a high level of initiative flexibility and professionalism. This position supports the busy Operations Division, serving approximately 900 staff and judges across six buildings in Newark and East Orange. Under the general direction of the Court Executive 2b (Operations Division Manager), or designee the selected individual will serve as an essential link between the Operations Division and all other divisions within the vicinage, as well as our county partners and other stakeholders. The candidate must have the ability to adapt to change and adjust to multiple priorities in a fast-paced work environment.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. NOTE: Submission of a cover letter is preferred but not required.Example of DutiesAbility to work independently and as part of a team in a fast-paced environment.Lead all courtroom services and facilities coordination; oversee maintenance ticket requests working with the county and outside vendors.Serve as the Security Coordinator for the vicinage; create agendas, record minutes and follow up on outstanding facility and security items.Coordination of special projects including capital asset planning, construction and renovation, facility and maintenance requests, and coordination of judge and staff relocations.Assist with maintaining and updating the Continuity of Operation Plan (COOP).Participate in responding to emergencies within the facilities and working with the county and the Sheriffs' Office to ensure a safe environment for judges, staff and court users.Oversee the vicinage health and safety inspections and follow-up on recommended actions or repairs.Assist in all areas of Operations, including fleet management, records management, transcripts, and Title II ADA Accommodations.Coordination of courtroom and conference room requests.Compile reports and spreadsheets using Microsoft Office applications.Facilitate training and orientation of staff; provide written procedures.Compose routine and complex correspondence.Participate in team or work unit meetings.Serve on committees or working groups.Ability to travel to various locations throughout the county and state.Proficiency with Microsoft Office Suite and database management helpful.Physical Ability: Applicants may be required to perform work which requires climbing and prolonged standing, stretching, bending and reaching. The selected candidate must be able to frequently lift and carry supplies weighing from 30 to 50 pounds and, occasionally, materials weighing up to 75 pounds.Driver's License: Appointee will be required to possess a driver's license valid in New Jersey as operation of a vehicle is necessary to perform essential duties of the position. Regular and predictable physical presence at the worksite is an essential function of this position.QualificationsGraduation from an accredited college or university with a bachelor's degree and three years of professional experience, one of which shall be in purchasing, accounts payable, facilities management, operations management, records retention, transcript services, jury management, statistical reporting, investigations and/or library administration.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. A master's degree may be substituted for one year of experience. A law degree may be substituted for two years of experience.Education Note: Degrees conferred outside of the United States must be evaluated by a recognized evaluation service. (See InformationDriver'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. 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)BenefitsNew Jersey Courts offers an exciting and rewarding public service career with incredible employee benefits for full-time employees only and their eligible dependents such as:State Health Benefits Program including options for medical, dental and prescription coveragePublic Employee's Retirement System pension programFederal Student Loan Forgiveness for employees with 10 years or more of serviceGenerous leave program which includes vacation, personal and sick leave and 13 annual paid holidaysVoluntary investment programs separate from and in addition to the pension plan through the Deferred Compensation Plan and the Supplemental Annuity Trust of New Jersey (SACT)Comprehensive training offerings including LinkedIn Learning.Tax Savings Programs including the Premium Option Plan, Medical Flexible Spending Account and Dependent Care Flexible Spending Account and Commuter TaxSaveNJBest 529 College Savings PlanMember Term Life Coverage including basic and optional plans