Judicial Branch of Arizona - Maricopa County
Management Assistant
Judicial Branch of Arizona - Maricopa County, Phoenix, Arizona, United States, 85003
Management Assistant
The Management Assistant to our Court Technology Services team utilizes top-notch organizational and multitasking skills, blending administrative finesse with technical expertise to become the secret weapon that keeps the gears turning smoothly. The Management Assistant navigates the administrative realm utilizing their communication skills and outgoing personality to ensure the Judicial Branch CIO and CTS Senior Leadership receive seamless, exceptional support. The Management Assistant is a behind-the-scenes powerhouse dedicated to excellence. This position requires the preferred candidate to demonstrate cultural awareness and emotional intelligence every day, incorporating these qualities into how to support others. The preferred candidate needs to help build a healthy culture across the team, and take great pride in maintaining a clean, organized, and well-run operation. They must thrive on supporting leadership, anticipating what people need before they have to ask. You notice the gap, step in, and follow through. That proactive mindset is not a task for you; it is how you lead as a management assistant.
The Superior Court of the Judicial Branch of Arizona in Maricopa County is dedicated to providing a safe, fair and impartial forum for resolving disputes, enhancing access to our services, and providing innovative, evidenced-based practices that improve the safety of our community and ensure the public's trust and confidence in the Judicial Branch. The Superior Court in Maricopa County, one of the largest, most innovative and progressive trial courts in the nation, seeks innovative individuals to join our team who will embrace our vision of excellence and the principles inherent in the Rule of Law...every person, every day, every time.
Position Qualifications: We recognize your time is valuable, so please apply if you meet the following required qualifications:
Education:
High School Diploma
Experience:
Four (4) years of highly responsible administrative experience providing support to management professionals
OR
Combined education and experience qualifications:
An equivalent combination of post-secondary education or job-related experience may substitute for the education and experience requirements on a year-for-year basis
Our Preferred Candidate has:
Experience working in an Information Technology or similar office setting supporting IT leadership.
Knowledge, skills, and abilities:
Knowledge of principles and practices of executive office management and administration, including records, data management, and basic data processing.
Budget compliance support, procurement coordination, and personnel administration processes.
C-suite logistics, including complex travel planning, itineraries, and last-mile coordination.
Skill in computers and software, including advanced use of Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
Executive-level communication with strong command of grammar, attention to detail, proofreading, and formatting.
Preparing accurate, professional memos, letters, briefings, agendas, and executive correspondence.
Rapidly learning and mastering core CTS and court business applications, plus related support tools.
Proactively prioritize, organize, plan, and manage multiple concurrent assignments with urgency, accuracy, and attention to detail.
Analyzing complex information, conducting thorough research, preparing concise summaries, and producing clear, actionable reports.
Strong experience in communicating information accurately, logically, and persuasively verbally and in writing, tailoring message and tone to the audience, including executive leadership, Judicial Officers, and Court Administration.
Ability to:
Learn and follow court organization, functions, services, and applicable laws, rules, policies, and procedures related to judicial operations.
Build and maintain effective working relationships across CTS, the court, and external partners.
Demonstrate professionalism, discretion, confidentiality, and cultural sensitivity at all times.
Establish and maintain constructive, trust-based, cooperative relationships with all judicial employees.
Essential Job Tasks:
Answers and screens telephone calls and emails, updates, and manages calendars for CTS leadership.
Assists with the development of presentation materials and operates audio/visual equipment.
Promptly prepares meeting agendas and required materials and distributes appropriately within the defined timeframe.
Assists leadership with strategic projects by recording and tracking expenses, setting up training sessions, training materials, and assisting with the management of project action items.
Inventories and orders supplies for general office use, projects, and events.
Researches and makes recommendations for special order requests; and maintains office equipment.
Plans, organizes, and directs administrative services with our facilities team.
During meetings, take notes as the meeting progresses and translate them into meeting minutes. Formalize and distribute in a timely fashion.
During meetings where attendance is required, and this position is listed as the administrative support, it is essential to note action items and assign them to the appropriate team member for detailed follow-up.
Coordinate logistics for meetings held outside the main office location. This includes, but is not limited to, parking and badge access.
Coordinates meetings with multiple internal and external stakeholders across multiple disciplines.
Updates and maintains the CTS SharePoint.
Drafts, reviews, and edits correspondence and reports; prepares and updates organizational charts, contacts, and distribution lists; maintains filing and tickler systems in electronic and paper format; executes management and archival of documents.
Organizes CTS-related events; facilitates conference room reservations, training room bookings, required materials, and cultural and teambuilding events.
Working conditions:
While performing the duties of this job, the employee may need to communicate clearly, perceive details of objects that are close by, and maintain various physical positions for extended periods, such as sitting, standing, or walking. The job may involve using hands for tasks such as typing, handling objects, or operating tools, as well as reaching with hands and arms. Occasionally, the employee may be required to move or lift objects weighing up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
Additional Information:
Judicial Branch Human Resources reserves the right to move forward candidates based on the information provided directly on the application. The hiring authority will select the successful candidate based on departmental needs.
Typically, successful candidates are hired at a salary rate up to the midpoint of the range, based on applicable experience, internal equity, and budgetary allowances.
All Judicial Branch offers of employment and continued employment are contingent upon passing a thorough background and/or fingerprint check. Applicants must completely and fully answer any questions regarding felony and misdemeanor convictions including any convictions that have been expunged or set aside. Failure to include criminal history information is grounds for termination of an offer and employment. A conviction may not automatically disqualify an applicant.
The Judicial Branch of Arizona in Maricopa County participates in the State Retirement systems ASRS or PSPRS. As such, mandatory membership for all full-time employees includes payroll deducted contributions consistent with each retirement system's requirements. The current contribution rate for ASRS is 12.27% and the current contribution rate for PSPRS is 5.84% and up for the defined contribution plan and 8.82% for the defined benefit plan.
Judicial Branch facilities are located throughout Maricopa County. This position may be reassigned to other locations. Assignments will be made based upon the needs of the department.
The Judicial Branch in Maricopa County is an EEO/ADA Reasonable Accommodation Employer.
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The Superior Court of the Judicial Branch of Arizona in Maricopa County is dedicated to providing a safe, fair and impartial forum for resolving disputes, enhancing access to our services, and providing innovative, evidenced-based practices that improve the safety of our community and ensure the public's trust and confidence in the Judicial Branch. The Superior Court in Maricopa County, one of the largest, most innovative and progressive trial courts in the nation, seeks innovative individuals to join our team who will embrace our vision of excellence and the principles inherent in the Rule of Law...every person, every day, every time.
Position Qualifications: We recognize your time is valuable, so please apply if you meet the following required qualifications:
Education:
High School Diploma
Experience:
Four (4) years of highly responsible administrative experience providing support to management professionals
OR
Combined education and experience qualifications:
An equivalent combination of post-secondary education or job-related experience may substitute for the education and experience requirements on a year-for-year basis
Our Preferred Candidate has:
Experience working in an Information Technology or similar office setting supporting IT leadership.
Knowledge, skills, and abilities:
Knowledge of principles and practices of executive office management and administration, including records, data management, and basic data processing.
Budget compliance support, procurement coordination, and personnel administration processes.
C-suite logistics, including complex travel planning, itineraries, and last-mile coordination.
Skill in computers and software, including advanced use of Microsoft Office (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
Executive-level communication with strong command of grammar, attention to detail, proofreading, and formatting.
Preparing accurate, professional memos, letters, briefings, agendas, and executive correspondence.
Rapidly learning and mastering core CTS and court business applications, plus related support tools.
Proactively prioritize, organize, plan, and manage multiple concurrent assignments with urgency, accuracy, and attention to detail.
Analyzing complex information, conducting thorough research, preparing concise summaries, and producing clear, actionable reports.
Strong experience in communicating information accurately, logically, and persuasively verbally and in writing, tailoring message and tone to the audience, including executive leadership, Judicial Officers, and Court Administration.
Ability to:
Learn and follow court organization, functions, services, and applicable laws, rules, policies, and procedures related to judicial operations.
Build and maintain effective working relationships across CTS, the court, and external partners.
Demonstrate professionalism, discretion, confidentiality, and cultural sensitivity at all times.
Establish and maintain constructive, trust-based, cooperative relationships with all judicial employees.
Essential Job Tasks:
Answers and screens telephone calls and emails, updates, and manages calendars for CTS leadership.
Assists with the development of presentation materials and operates audio/visual equipment.
Promptly prepares meeting agendas and required materials and distributes appropriately within the defined timeframe.
Assists leadership with strategic projects by recording and tracking expenses, setting up training sessions, training materials, and assisting with the management of project action items.
Inventories and orders supplies for general office use, projects, and events.
Researches and makes recommendations for special order requests; and maintains office equipment.
Plans, organizes, and directs administrative services with our facilities team.
During meetings, take notes as the meeting progresses and translate them into meeting minutes. Formalize and distribute in a timely fashion.
During meetings where attendance is required, and this position is listed as the administrative support, it is essential to note action items and assign them to the appropriate team member for detailed follow-up.
Coordinate logistics for meetings held outside the main office location. This includes, but is not limited to, parking and badge access.
Coordinates meetings with multiple internal and external stakeholders across multiple disciplines.
Updates and maintains the CTS SharePoint.
Drafts, reviews, and edits correspondence and reports; prepares and updates organizational charts, contacts, and distribution lists; maintains filing and tickler systems in electronic and paper format; executes management and archival of documents.
Organizes CTS-related events; facilitates conference room reservations, training room bookings, required materials, and cultural and teambuilding events.
Working conditions:
While performing the duties of this job, the employee may need to communicate clearly, perceive details of objects that are close by, and maintain various physical positions for extended periods, such as sitting, standing, or walking. The job may involve using hands for tasks such as typing, handling objects, or operating tools, as well as reaching with hands and arms. Occasionally, the employee may be required to move or lift objects weighing up to 20 pounds. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions.
Additional Information:
Judicial Branch Human Resources reserves the right to move forward candidates based on the information provided directly on the application. The hiring authority will select the successful candidate based on departmental needs.
Typically, successful candidates are hired at a salary rate up to the midpoint of the range, based on applicable experience, internal equity, and budgetary allowances.
All Judicial Branch offers of employment and continued employment are contingent upon passing a thorough background and/or fingerprint check. Applicants must completely and fully answer any questions regarding felony and misdemeanor convictions including any convictions that have been expunged or set aside. Failure to include criminal history information is grounds for termination of an offer and employment. A conviction may not automatically disqualify an applicant.
The Judicial Branch of Arizona in Maricopa County participates in the State Retirement systems ASRS or PSPRS. As such, mandatory membership for all full-time employees includes payroll deducted contributions consistent with each retirement system's requirements. The current contribution rate for ASRS is 12.27% and the current contribution rate for PSPRS is 5.84% and up for the defined contribution plan and 8.82% for the defined benefit plan.
Judicial Branch facilities are located throughout Maricopa County. This position may be reassigned to other locations. Assignments will be made based upon the needs of the department.
The Judicial Branch in Maricopa County is an EEO/ADA Reasonable Accommodation Employer.
#J-18808-Ljbffr