ADMINISTRATIVE ASSISTANT II

NOW HIRING: ADMINISTRATIVE ASSISTANT II

Superior Court of California, County of San Bernardino, is seeking qualified applicants for the position of Administrative Assistant II. Key Responsibilities Administrative Support — Provide comprehensive administrative and secretarial assistance to assigned managers, including preparing correspondence, reports, and specialized documents. Document Production — Independently create, edit, and finalize a variety of materials requiring thorough knowledge of court services, policies, and procedures. Office Coordination — Manage calendars, schedule meetings, coordinate communications, and maintain organized office systems. Confidential Task Management — Handle sensitive information with discretion and maintain strict confidentiality. Policy Application — Apply established court policies and procedures to daily tasks while exercising independence and sound judgment.

DEFINITION

Under general supervision, performs a variety of highly complex, responsible, specialized and sensitive office support and secretarial-related functions for judicial officers; types and edits documents ranging from general correspondence to specialized legal reports and documents; coordinates judicial education, judicial moves and ensures that time-sensitive matters and opinions are processed appropriately; may provide administrative support to Court managers; and performs related duties as assigned. Distinguishing Characteristics The Administrative Assistant II performs full journey-level functions and provides highly responsible complex and diverse administrative and secretarial support to assigned judicial officers. Incumbents are responsible for ensuring officers have the appropriate materials, documents and support on a daily basis. Incumbents produce a wide range of legal documents, correspondence, memoranda and reports requiring a thorough knowledge of assigned Court services, regulations, policies and procedures. Duties and responsibilities are carried out with considerable independence within a framework of established policies and procedures. The employee in this class typically reports to a District or Administrative Manager. Administrative Assistant II is distinguished from Confidential Administrative Assistant in that incumbents in the latter class provide advanced administrative and secretarial support services to executive management and/or the Presiding Judge. Performs a variety of complex, responsible, specialized and sensitive administrative and secretarial support functions for judicial officers; handles, composes and maintains a variety of court documents and rulings requiring a high level of discretion; prepares documents from handwritten notes and oral or machine dictation; ensures all documents are processed in accordance with Court policies/procedures, legal mandates and timeframes. Responds to difficult and sensitive public contacts in person or on the phone, serves as a liaison for judicial officers in situations requiring tact and judgment; answers or refers questions based on knowledge of the Court's policies and procedures. Checks or maintains judicial officers' calendars daily; arranges, schedules and confirms meetings, luncheons and seminars; types meeting agendas and prepares minutes. Completes payroll affidavits and leave requests for assigned judicial officers and forwards for approval; works with judges to coordinate coverage during their absences; assists with on-call coverage processes. Works with Supervising Judges to prepare weekly judicial coverage plans, attends planning meetings and prepares formal coverage memos/notifications. Keeps judicial officers current on their continuing education and ethics hours that are required every 36 months; registers judicial officers for required training and education, and coordinates travel arrangements through the Travel Coordinator; ensures judicial officers complete Statement of Economic Interest forms in a timely manner. Prepares and assists with various projects including researching, compiling, arranging and computing data; composes reports and ensures proper and timely completion; reviews court forms and procedures and recommends changes to improve efficiencies. Types motions, rulings, statements of decisions, opinions, proofs of service, letters of information and other routine requests from judicial officers; obtains judicial officer's signature on various legal documents including county and state affidavits, submitted matters and assigned judges claims. Receives and processes letters of complaint against judicial officers; assembles, distributes and tracks files and other documents throughout investigations; drafts or prepares investigatory response letters and distributes copies to all involved parties and the Presiding Judge. Coordinates logistics for judicial moves to ensure seamless and smooth transitions; communicates judicial preferences to the receiving Administrative Assistant and transfers sensitive judicial files. Orders judicial officer supplies including nameplates, letterhead and basic office materials. Orders, receives, tracks, invoices and distributes law books. May be assigned to the Safety Committee; attends meetings and ensures designated employees have appropriate supplies; performs safety inspections and reports any areas in need of repair/updates; schedules practice emergency drills following established procedures. May provide administrative support to district managers including ordering, maintaining and dispersing supplies, coordinating facilities management issues and maintaining confidential personnel files and documents. Provides backup to Administrative Assistant I's as required. Performsother duties as assigned. Graduation from high school or GED equivalent, and at least three (3) years of administrative support or secretarial experience in an administrative, court or legal environment; or an equivalent combination of education, training and experience. Completion of college-level course work is highly desirable. Experience in a public court or one (1) year of experience as an Administrative Assistant I is preferred. Licenses; Certificates; Special Requirements A valid California Class C driver's license and the ability to maintain insurability under the Court's vehicle insurance program. Knowledge of: Court organization, functions, rules, policies and procedures applicable to assigned areas of responsibility; Legal terms and phraseology, general and specific legal forms, documents and procedures used in legal practice and proceedings; legal reference materials and their contents and correct forms of citation; basic court rules and requirements used in legal practices and proceedings; Regulations and procedures governing the maintenance and disclosure of public records; Principles and practices of customer service and telephone etiquette; Court ordinances, codes, procedures and practices regarding computer hardware, software and data security; Correct English usage, including spelling, grammar and punctuation; Court and/or departmental business processes commonly supported by applications; Safety policies and safe work practices applicable to the work. Ability to: Organize, set priorities, take initiative and exercise sound, independent judgment within areas of responsibility; Work with frequent interruptions and simultaneous attention to multiple tasks while meeting established deadlines; Interpret, apply, explain and reach sound decisions in accordance with regulations, policies and procedures; Organize, research and maintain complete and extensive office files; Compose correspondence and prepare documents from brief instructions; Communicate clearly and effectively, both orally and in writing; Use tact, diplomacy and discretion in dealing with sensitive situations and concerned individuals; Understand, interpret, explain and apply applicable laws, ordinances and technology policies; Represent the Court effectively in dealings with other judicial jurisdictions, vendors and the public; Maintain and ensure the integrity of sensitive and confidential information; Establish and maintain effective working relationships with all those encountered in the course of work. The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Physical Demands While performing the duties of this job, the employee is regularly required to sit, walk and stand; talk and hear; use hands to finger, handle, feel or operate objects, tools or controls; reach with hands and arms; perform repetitive movements of hands or wrists; and stoop, kneel, bend at the waist, crouch or crawl. The employee is frequently required to lift up to ten (10) pounds and occasionally up to twenty-five (25) pounds unaided. Specific vision abilities required for this job include close vision, distance vision, use of both eyes, depth perception, color vision and the ability to adjust focus. Mental Demands While performing the duties of this class, an employee uses written and oral communication skills; reads and interprets data, information and documents; analyzes and solves problems; uses math and mathematical reasoning; observes and interprets people and situations; learns and applies new information and skills; performs highly detailed work; deals with changing deadlines, constant interruptions and multiple concurrent tasks; and interacts with others encountered in the course of work, including frequent contact with the public and dissatisfied/abusive individuals. Work Environment The employee works in an office environment where the noise level is usually quiet. #J-18808-Ljbffr San Bernardino Superior Court