Salary : $52,124.80 – $82,576.00 Annually
Location : Roseville, CA
Job Type: Full-Time Limited Term
Job Number: 23-14
Department: Administration
Division: Human Resources
Opening Date: 09/15/2023
Closing Date: 10/1/2023 11:59 PM Pacific
Recruitment Information: Qualified candidates will be required to take a keyboarding exam. Those that meet the minimum required typing speed will be invited to participate in an online written exam, and the top scoring candidates will be invited to a panel interview, tentatively scheduled for mid-October.
Additional Position Information: This is a limited term position that has been approved for the 2023-24 fiscal year. Continuation is based upon operational need and available funding.
Job Summary
The Placer Superior Court is currently looking for an Administrative Assistant in the Human Resources division. The successful candidate will be a member of a small team, reporting to the HR Director, and responsible for a wide variety of clerical and administrative tasks. We are seeking an individual who is detail-oriented and customer service-focused. The ideal candidate must be able to demonstrate initiative, adaptability, teamwork and time management, as well as possess excellent organizational skills. Experience with NEOGOV and/or ADP is a plus.
SUMMARY
Under general supervision, the incumbent in this at-will position will provide administrative support to the Human Resources division of the Placer County Superior Court.
DISTINGUISHING CHARACTERISTICS
The Administrative Assistant 1 is the entry- and trainee-level confidential position in the Administrative Assistant series. At this level, the incumbent is under close supervision and is required to perform a combination of various confidential administrative support tasks of minimal to average difficulty. As experience is gained, there is greater independence of action within the established guidelines and operating procedures. The Administrative Assistant 2 is the journey level confidential position in the Administrative Assistant series, providing confidential administrative support to one or more judges and/or court administrators, under general supervision. Incumbents are assigned to perform paraprofessional level responsibilities such as scheduling, preparing correspondence, maintaining files, gathering and compiling data, and coordinating with other departments and/or agencies.
Administrative Assistant 2 is distinguished from the Executive Assistant in that the latter is the supervisory level and responsible for mentoring, supervising, assigning and reviewing the work of Administrative Assistants.
JUDGMENT AND RESPONSIBILITY
Receives immediate supervision from the Executive Assistant and may receive technical and functional supervision from executive and administrative staff and judicial officers.
Essential Functions
When assigned, all of the essential functions and tasks listed below must be accomplished effectively, are standard, and may not be inclusive of all functions and tasks that may be assigned. The court reserves the right to assign or reassign duties as required to achieve business and operational objectives. Duties may include, but are not limited to, the following:
- Courteously and professionally provides detailed and accurate information to the public, administrative and court staff, judicial and non-judicial officers, and other agencies;
- Types, formats, edits, revises, proofreads and prints a variety of orders, reports, correspondence, memoranda and other documents and materials ranging from routine to complex; creates forms, charts, tables and spreadsheets involving data manipulation; reviews documents for clerical accuracy, completeness and compliance with court requirements; develops, revises and maintains standardized documents; composes correspondence, reports and informational materials; copies documents for internal and external distribution;
- Supports judicial workload related to eBench and eMagistrate;
- Maintains judicial calendars and schedules meetings and/or conferences; coordinates travel arrangements and registers judges for conferences, meetings and training classes; arranges, schedules and confirms meeting arrangements; types meeting agendas; attends and may facilitate routine meetings; takes meeting notes; types and distributes minutes; gathers data and generates periodic reports;
- Reviews, determines priority and routes incoming correspondence, files, and eDocuments; maintains records and logs of specialized or technical documents processed; develops, performs data input and maintains logs and routine databases for a variety of purposes; coordinates bulk mailings;
- Answers telephones and greets office visitors. Provides information and assistance to callers, takes messages, or screens and refers calls or visitors to appropriate personnel;
- Retrieves and reviews email and voice-mail to direct messages and inquiries to appropriate party;
- Retrieves, reviews, sorts and distributes office mail, supplies and law books;
- Organizes, maintains and updates subject, project, confidential and specialized files; maintains and updates file indexes, removes and archives inactive files; copies, compiles and distributes reports, documents and other materials; updates technical, procedural and legal manuals and documents;
- May act as unit timekeeper and prepare, process, submit and maintain attendance and time- off records and reports; processes time-off requests; reports, monitors and balances time-off requests; maintains judicial vacation schedules; sorts and distributes judicial paychecks;
- Communicates and acts as liaison with court, Judicial Council, law enforcement personnel, attorneys, judges, and other courts in order to coordinate activities, exchange information and to determine appropriate processes;
- Obtains judicial officer’s signature as appropriate on orders, including eDocuments; assists officers needing judicial signature for search warrants, arrest warrants, returns, etc.; enters warrants into the court’s case management system;
- Assists in planning and coordinating projects, programs and events; posts notices as needed;
- Provides backup support to other Administrative Assistants and the Executive Assistant;
- Provides support for court, bench and community activities; and
- Performs other duties as assigned.
Knowledge Of:
- Modern office practices, procedures and equipment, including experience with Microsoft Word, Excel, PowerPoint and Outlook;
- Administrative and clerical procedures and systems; financial and statistical record-keeping techniques;
- Legal terminology, forms, procedures and subject matter areas including court rules and litigation procedures used in filing court documents;
- Principles and practices of sound business communication; correct English usage, including spelling, grammar, punctuation, and vocabulary;
- Organization and scheduling of clerical activities and legal office services;
- Court organization, operations, policies and procedures;
- Basic research methods;
- Active listening, giving full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, and not interrupting at inappropriate times;
- Adapting to meet current business needs, in time management, and in actively looking to assist others.
Ability To:
- Perform legal and administrative support duties often with frequent interruptions or distractions; simultaneous attention to multiple tasks and meeting legally established deadlines and adjust priorities quickly as circumstances dictate;
- Interact appropriately with colleagues for different purposes in different contexts;
- Work independently and exercise common sense and sound judgment in the performance of duties;
- Read, interpret, apply and explain rules, regulations, court policies and procedures in making work decisions or in providing information to others;
- Organize, prioritize and independently perform duties within areas of responsibility;
- Effectively establish and maintain a filing system, file in an orderly manner and retrieve files in a timely manner;
- Organize complex materials, maintain records and as necessary summarize in report form; compose independently or from oral instructions, letters, memos, bulletins or other court related material; compile and verify data and prepare clear, accurate and concise correspondence, records and reports;
- Communicate effectively both orally and in writing;
- Understand and respect limits of authority;
- Use tact, discretion and diplomacy in dealing with sensitive situations and concerned customers;
- Work under tight time constraints to meet deadlines;
- Follow procedures and take actions within established authority limits;
- Ability to work confidentially and with the utmost discretion; maintain confidentiality of court documents and records;
- Establish and maintain effective working relationships with Judicial Officers, court employees, justice partners, members of the public, and others encountered in the course of work;
- Type at least 55 words per minute net with minimal errors.
Qualifications
High school diploma or General Education Development (GED) or High School Equivalency Test (HiSET); Typing speed of at least 55 NET words per minute;
AND
Administrative Assistant 1: Three (3) years of progressively responsible clerical and administrative experience performing complex and highly responsible office and administrative duties using standard office computer programs and office equipment.
Administrative Assistant 2: One (1) year of experience as an Administrative Assistant 1 with the Placer County Superior Court.
OR
Four (4) years of progressively responsible clerical and administrative experience performing complex and highly responsible office and administrative duties using standard office computer programs and office equipment or equivalent combination of education and experience.
Note:
– Full-time education beyond high school may be substituted on a year for year basis for clerical work experience for the Administrative Assistant 1.
– Human Resources experiences is desirable.
Supplemental Information
GENERAL QUALIFICATIONS
Criminal History and Background Checks: Candidates are required to pass a fingerprint clearance by the Federal Bureau of Investigation (FBI) and Department of Justice (DOJ). Convictions, depending on the type, number and date, may be disqualifying.
License Requirement: Possession of a valid driver’s license may be required depending on the position or the ability to provide alternate methods of transportation that meets job requirements. Proof of adequate vehicle insurance and medical clearance may also be required.
Physical Requirements: The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.
Reasonable accommodations may be requested to enable individuals with disabilities to perform the essential functions.
• Occasional lifting and moving of objects weighing up to 25 pounds;
• Ability to sit, stand, and/or walk for long periods of time;
• Ability to move from one place to another place within a facility;
• Periodically required travel to other locations;
• Some reaching for items above and below desk level;
• Speak and hear;
• Use hands to finger, handle, feel or operate objects, tools or controls;
• Perform repetitive movements of hands or wrists;
• Specific vision abilities required for this job include close vision and the ability to adjust focus; and
• The incumbent may be required to work hours beyond their regularly scheduled shift.
Working Conditions: Job duties are generally performed in an indoor office setting with environmental controls. Assigned incumbents are expected to work inside buildings, alone, or closely with others. Routine noises and noise levels occur within the work environment. Work 8 hours within normal business hours of: 8:00 a.m. to 5:00 p.m., Monday through Friday. Overtime may occur on an occasional basis.
NOTE: This document is intended to describe the general nature and level of work performed by individuals assigned to this job classification. It is not intended to provide an exhaustive list of all duties and responsibilities of personnel in all divisions and/or a location so classified, nor is it intended to limit the authority of supervisors or managers to assign or direct the activities of employees.
The Placer County Superior Court values its employees and offers the following benefits:
- Vacation Leave: Accruals start at ten (10) days per year (accrual rate and vacation caps are based on years of service.)
- Sick Leave: Twelve (12) days per year.
- Holidays: Fourteen paid holidays per year. If the Court conducts an All-Staff Training Day on the Cesar Chavez holiday, employees receive thirteen (13) paid holidays and one (1) floating holiday.
- Affordable Medical Benefits: The Court offers two (2) Blue Shield PPO medical plans, one (1) Blue Shield EPO medical plan and one (1) Kaiser medical plan. The Court pays 100% of the premium for one Blue Shield PPO plan and the Kaiser plan, regardless of coverage level.
- Dental Insurance: The Court pays 100% of premium for employee and dependents.
- Vision Insurance: The Court pays 100% of premium for employee and dependents.
- CalPERS Retirement: Classic = 2% @ 55; PEPRA = 2% @ 62. Specific benefit formula will be determined per California Public Employees Retirement System regulations. Employees pay 100% employee contribution and the Court pays 100% of employer contribution.
- Life and AD&D Insurance: $50,000 of life insurance and accident insurance is paid by the Court. Voluntary plans are also available, for employees to purchase additional coverage for themselves and their dependents.
- Social Security and Medicare: The Court and the employee both contribute 7.65% of wages toward Social Security and Medicare.
- State Disability and Paid Family Leave Insurances: Partial wage-replacement insurance plans are funded through employee payroll deductions.
- Employee Assistance Program: The Court pays 100% of premium for employee and dependents.
- CalPERS 457 Deferred Compensation Plans: Employer contribution each pay period + both traditional and Roth plans are available for voluntary employee contributions.
- Long-term Disability Plan (Voluntary)
- Flexible Spending Accounts: Pre-tax benefits for qualifying medical and/or dependent expenses. (Voluntary)
- Online Privacy Protection (Voluntary & paid by employer)
- Free Parking (onsite parking in designated areas)
- Flexible Work Schedules (available dependent upon classification)
- Public Service Loan Forgiveness (PSLF): Court employment qualifies for PSLF Program.
01
Instructions for completion: Carefully read the official Superior Court job bulletin for this position. Any official Superior Court application submitted for this examination without a completed questionnaire will be rejected. When prompted, you must provide a response to the question. Referrals to a resume or your application will be considered a non-response and your application will be subject to rejection. Do you understand this advisement?
- Yes
- No
02
A requirement of this position is a typing speed of not less than 55 CORRECTED words per minute (for a 5-minute test). Do you understand that you will be required to participate in, and pass, an online typing exam, in order to be considered for this position?
- Yes
- No
03
Do you have a college degree?
- No
- Yes, Associate’s Degree
- Yes, Bachelor’s Degree
- Yes, Master’s Degree
04
How many years of progressively responsible clerical and administrative experience do you have?
05
Please describe any clerical/administrative experience you have in a Human Resources department.
06
Certification Statement: By completing this questionnaire, I hereby attest that all information I have provided is true and complete to the best of my knowledge. I acknowledge that Human Resources staff may contact my employers to verify the information that I have provided. I understand that any misrepresentations, falsifications, or omissions of material facts may subject me to actions including removal from this examination and dismissal during any period of Superior Court employment. Do you agree with this certification statement?
- Yes
- No
Required Question