Government Jobs
Executive Assistant
Under general administrative direction, the Executive Assistant provides a wide variety of complex, confidential and highly responsible support services to the Presiding Judge, Executive Officer, Judicial and Executive personnel and others as assigned. The Executive Assistant classification is distinguished from the Administrative Assistant
Confidential classification in that the latter performs less complex, more routine administrative support duties for various administrative functions including Human Resources and General Services. The Executive Assistant is also a supervisory position. This confidential classification reports directly to the Court Executive Officer and is responsible for providing various administrative, secretarial, and project support services to court judicial and executive leadership. The work requires advanced computer skills, a high level of administrative experience, flexibility, diplomacy and the ability to take appropriate initiative and exercise sound judgment and be accountable for results while working with a significant degree of independence. Positions in this class may perform any or all of the below listed duties. These should be interpreted as examples of the work and are not necessarily all-inclusive. Provides both routine and complex administrative support to judicial and executive leadership, which includes maintaining calendars, scheduling meetings and conferences, ensuring appropriate travel arrangements are made, etc.; coordinating the procurement of approved business meals for meetings, retreats, summits, and other court events; assisting with the processing, appropriate documentation, and coding of various procurements for the Executive office including business meals, office supplies, and other items as requested. Acts in a liaison capacity between the Court and State and local justice partners as well as other government and law enforcement agencies. Researches, prepares, types and proofreads documents (e.g., correspondence, memoranda, reports, forms, spreadsheets, charts, PowerPoint presentations, brochures, organizational charts, flyers, contracts and agreements, press releases) from instruction, independent research, drafts, and on occasion dictation or transcripts. Performs clerical duties such as filing, copying, assembling reports, binders, and documents and processing mail; operates a computer and other standard office equipment; is proficient in computer programs used by the Court. Researches, analyzes, interprets, applies and occasionally explains the application of financial business rules, code sections, rules of court, and various regulations and procedures; researches, collects, compiles, verifies, distributes data for statistical studies and reports within defined deadlines. Prepares and maintains office files, records and creates, maintains and modifies forms, documents, and informational materials; purges files as per court retention policy; maintains various administration and judicial records such as Presiding Judge Directives and Orders, Executive Orders and County Board of Supervisors resolutions related to Court business, complaints, lawsuits, etc. Coordinates the opening and distribution of incoming mail addressed to the Court Executive Officer and occasionally the Presiding Judge. Answers and screens incoming calls; researches and answers requests from a variety of partner agencies and occasionally the public; refers complaints regarding judicial officers, court staff and operations to the appropriate parties for investigation and/or response; answers and/or appropriately refers press inquiries to appropriate personnel for resolution. Regularly prepares materials, agendas and minutes for various executive and judicial committees and meetings as well as other departmental meetings as assigned. Working with Human Resources, coordinates and organizes court-wide events including, but not limited to Employee Appreciation Day, grand openings, ceremonial investitures, local regional trainings, etc. Maintains and updates Administration icourt page, website page, administration information on the Court website, various internal and external email distribution lists and other contact lists as needed. Coordinates and monitors Judicial Education requirements for judges. Serves as Public Information liaison for the Court Executive Officer in his/her capacity as Public Information Officer, including fielding media requests and sending out press releases. Receives and coordinates responses to CRC 10.500 public records requests. Coordinates and organizes court and judicial involvement in public outreach efforts such as Law Day and Constitution Day. Coordinates the Local Rules Amendment process. Coordinates onboarding of new judges. Coordinates duty judge schedule. Organizes own work and that of assigned administrative clerical staff; sets priorities and meets critical deadlines; assigns, monitors and evaluates work of assigned administrative clerical staff. Any combination of education, training and/or experience which substantially demonstrates the following knowledge, skills and abilities: Working knowledge of: Principles and practices of sound business communication; correct use of the English language, including spelling, grammar and punctuation. Advanced knowledge of the Windows suite of programs, including Word, Excel, PowerPoint, Adobe Pro and Outlook. Some knowledge of Publisher and Visio is desirable. General administrative practices and procedures, including filing, record keeping, organization, financial record keeping, and basic business math. Basic research and analysis techniques, methods, and procedures. Customer service and telephone etiquette. Principles and practices of supervising others. Skill and ability to: Plan, organize, prioritize, problem solve, follow through, exercise sound judgment and complete work to meet deadlines in an environment that includes frequent interruptions and the need for simultaneous attention to multiple tasks and responsibilities. Exhibit a high level of trust by maintaining confidentiality and protecting sensitive information. Effectively listen and communicate clearly, both verbally and in writing. Maintain effective working relationships; demonstrate the ability to interact efficiently and effectively with a broad spectrum of people and groups. Independently compose correspondence and create other documents, forms, reports, and spreadsheets with minimal direction. Be highly organized in tracking, meeting and anticipating timelines and deadlines for required tasks, communications, reporting responsibilities, etc. Interpret, apply, explain and reach sound decisions in accordance with policy, procedure, statute, rules of court, and contract provisions. Pay a high level of attention to detail in completing tasks and in organizing and communicating information. Represent the Court at all times with the highest level of ethics, integrity and professionalism. Education: Completion of high school or equivalent. Experience: Five (5) years of progressively responsible clerical and administrative experience performing complex and highly responsible office and administrative duties, including a minimum of one (1) year providing administrative or clerical support to one or more managers. Public sector government experience is highly desirable. Some experience in either a lead or supervisory capacity is desirable.
Under general administrative direction, the Executive Assistant provides a wide variety of complex, confidential and highly responsible support services to the Presiding Judge, Executive Officer, Judicial and Executive personnel and others as assigned. The Executive Assistant classification is distinguished from the Administrative Assistant
Confidential classification in that the latter performs less complex, more routine administrative support duties for various administrative functions including Human Resources and General Services. The Executive Assistant is also a supervisory position. This confidential classification reports directly to the Court Executive Officer and is responsible for providing various administrative, secretarial, and project support services to court judicial and executive leadership. The work requires advanced computer skills, a high level of administrative experience, flexibility, diplomacy and the ability to take appropriate initiative and exercise sound judgment and be accountable for results while working with a significant degree of independence. Positions in this class may perform any or all of the below listed duties. These should be interpreted as examples of the work and are not necessarily all-inclusive. Provides both routine and complex administrative support to judicial and executive leadership, which includes maintaining calendars, scheduling meetings and conferences, ensuring appropriate travel arrangements are made, etc.; coordinating the procurement of approved business meals for meetings, retreats, summits, and other court events; assisting with the processing, appropriate documentation, and coding of various procurements for the Executive office including business meals, office supplies, and other items as requested. Acts in a liaison capacity between the Court and State and local justice partners as well as other government and law enforcement agencies. Researches, prepares, types and proofreads documents (e.g., correspondence, memoranda, reports, forms, spreadsheets, charts, PowerPoint presentations, brochures, organizational charts, flyers, contracts and agreements, press releases) from instruction, independent research, drafts, and on occasion dictation or transcripts. Performs clerical duties such as filing, copying, assembling reports, binders, and documents and processing mail; operates a computer and other standard office equipment; is proficient in computer programs used by the Court. Researches, analyzes, interprets, applies and occasionally explains the application of financial business rules, code sections, rules of court, and various regulations and procedures; researches, collects, compiles, verifies, distributes data for statistical studies and reports within defined deadlines. Prepares and maintains office files, records and creates, maintains and modifies forms, documents, and informational materials; purges files as per court retention policy; maintains various administration and judicial records such as Presiding Judge Directives and Orders, Executive Orders and County Board of Supervisors resolutions related to Court business, complaints, lawsuits, etc. Coordinates the opening and distribution of incoming mail addressed to the Court Executive Officer and occasionally the Presiding Judge. Answers and screens incoming calls; researches and answers requests from a variety of partner agencies and occasionally the public; refers complaints regarding judicial officers, court staff and operations to the appropriate parties for investigation and/or response; answers and/or appropriately refers press inquiries to appropriate personnel for resolution. Regularly prepares materials, agendas and minutes for various executive and judicial committees and meetings as well as other departmental meetings as assigned. Working with Human Resources, coordinates and organizes court-wide events including, but not limited to Employee Appreciation Day, grand openings, ceremonial investitures, local regional trainings, etc. Maintains and updates Administration icourt page, website page, administration information on the Court website, various internal and external email distribution lists and other contact lists as needed. Coordinates and monitors Judicial Education requirements for judges. Serves as Public Information liaison for the Court Executive Officer in his/her capacity as Public Information Officer, including fielding media requests and sending out press releases. Receives and coordinates responses to CRC 10.500 public records requests. Coordinates and organizes court and judicial involvement in public outreach efforts such as Law Day and Constitution Day. Coordinates the Local Rules Amendment process. Coordinates onboarding of new judges. Coordinates duty judge schedule. Organizes own work and that of assigned administrative clerical staff; sets priorities and meets critical deadlines; assigns, monitors and evaluates work of assigned administrative clerical staff. Any combination of education, training and/or experience which substantially demonstrates the following knowledge, skills and abilities: Working knowledge of: Principles and practices of sound business communication; correct use of the English language, including spelling, grammar and punctuation. Advanced knowledge of the Windows suite of programs, including Word, Excel, PowerPoint, Adobe Pro and Outlook. Some knowledge of Publisher and Visio is desirable. General administrative practices and procedures, including filing, record keeping, organization, financial record keeping, and basic business math. Basic research and analysis techniques, methods, and procedures. Customer service and telephone etiquette. Principles and practices of supervising others. Skill and ability to: Plan, organize, prioritize, problem solve, follow through, exercise sound judgment and complete work to meet deadlines in an environment that includes frequent interruptions and the need for simultaneous attention to multiple tasks and responsibilities. Exhibit a high level of trust by maintaining confidentiality and protecting sensitive information. Effectively listen and communicate clearly, both verbally and in writing. Maintain effective working relationships; demonstrate the ability to interact efficiently and effectively with a broad spectrum of people and groups. Independently compose correspondence and create other documents, forms, reports, and spreadsheets with minimal direction. Be highly organized in tracking, meeting and anticipating timelines and deadlines for required tasks, communications, reporting responsibilities, etc. Interpret, apply, explain and reach sound decisions in accordance with policy, procedure, statute, rules of court, and contract provisions. Pay a high level of attention to detail in completing tasks and in organizing and communicating information. Represent the Court at all times with the highest level of ethics, integrity and professionalism. Education: Completion of high school or equivalent. Experience: Five (5) years of progressively responsible clerical and administrative experience performing complex and highly responsible office and administrative duties, including a minimum of one (1) year providing administrative or clerical support to one or more managers. Public sector government experience is highly desirable. Some experience in either a lead or supervisory capacity is desirable.