Full Job Description
$72,841.60 - $88,628.80
The Superior Court of California, County of Alameda is accepting applications for the position of Executive Assistant that will be assigned to the Executive Office. Under general supervision, the Executive Assistant provides a variety of complex, confidential and highly responsible analytical and support services for Judicial Services and the Executive Officer and Presiding Judge, or their designees; and performs other related duties as assigned.
The Executive Assistant must be willing to travel and work throughout the Court locations within Superior Court of California, County of Alameda, and to the work sites of Court partners or Court functions, in support of Court programs and events; as well as occasionally work outside of normal business hours.
This is a single class position which reports directly to the Presiding Judge or designee. It is distinguished from other administrative, secretarial, and analyst classes because of the special, highly confidential assistant relationship to the top executives of the Court and by the combination of the complex and independent analytical, administrative and secretarial support responsibilities.
Example of Duties
NOTE: The following are duties performed by employees in this classification; however, employees may perform other related duties at an equivalent level. Each individual in the classification does not necessarily perform all listed duties.
1. Organizes, coordinates, and schedules meetings, conferences, special events and appearances for judges; prepares agendas and materials; takes, edits and distributes minutes.
2. Coordinates and prepares judicial coverage schedule; develops and maintains database records; contacts and notifies judicial officers of coverage assignments.
3. Researches, analyzes, and recommends rules, procedures, and policies; summarizes documents; prepares statistical analyses, reports, and spreadsheets; writes and edits reports of findings.
4. Participates in the development of new or revised programs, systems, procedures and methods of operation; prepares analyses and monitors the effectiveness and results of new initiatives.
5. Plans, organizes and conducts administrative studies and operational research, including court improvement projects.
6. Researches and answers requests for a variety of information; handles complaints regarding judicial officers, court staff, and operations; answers press inquiries; prepares press releases.
7. Screens phone calls to Executive Officer, personally handling most matters not requiring policy decisions of superiors; sorts, screens, prioritizes and routes mail; composes and prepares responses.
8. Sets up and maintains files for Presiding Judge and Executive Officer; prepares a variety of documents; makes travel arrangements; maintains trust funds; arranges speaking engagements; designs and prepares forms, flyers, invitations, and other documents.
9. Coordinates and participates in special projects and committees at request of Presiding Judge or Executive Officer.
10. Routinely works with sensitive and confidential materials.
11. Performs other related duties as assigned.
(May meet one of the following 3 Options)
The equivalent to four years of full-time clerical, administrative, analytical, supervisory or legal support experience that included heavy interaction with the public, preferably in a Court or law-related environment.
Or OPTION II
Possession of an associate's degree from an accredited college or university in a related field.
The equivalent to three years of full-time clerical, administrative, analytical, supervisory or legal support experience that included heavy interaction with the public.
Or OPTION III
Possession of a bachelor's degree from an accredited college or university in a related field.
The equivalent to one year of full-time clerical, administrative, analytical, supervisory or legal support experience that included heavy interaction with the public.
Proficiency with Microsoft Office software programs, including Word, Excel, Visio, PowerPoint and Outlook.
Knowledge of research methodology; report writing; administrative and statistical analysis; office and administrative practices and procedures, including records and database management; strong interpersonal and communication skills; organization and function of the California trial court system. Incumbents work under direction to perform most duties within pre-established policies, procedures, standards and legislation. However, incumbents must often work independently and occasionally make decisions in the absence of easily applied rules. The work requires the analysis and evaluation of problems with available alternative solutions and may involve development of new techniques and procedures.
Ability to prepare and deliver effective oral and written presentations; write in a detailed, clear, and professional style; administer projects and operations consistent with policies and goals; work effectively under the pressure of deadlines, conflicting demands and emergencies; prioritize assignments and meet deadlines; establish and maintain working relationships with all levels of Court staff, members of the public, and judicial officers; understand, interpret and apply laws, rules and regulations; prepare and evaluate narrative and statistical data and reports; identify needs, analyze problems, and implement solutions; maintain sensitive and confidential information; facilitate meetings; and provide a full range of administrative support.
This position includes a one-year probationary period. Employment is contingent upon successful completion of fingerprint check and the provision of appropriately identifying documents to certify eligibility to work in the United States.
The hiring process will include the following components:
An initial screening of all application materials received including a completed application and supplemental questionnaire. A resume does not substitute for completing the application.An incomplete or partial application or supplemental questionnaire will result in disqualification.
A review of the completed application and supplemental questionnaire to select the best-qualified candidates for the oral panel interview process.
An oral interview that will be weighted as 100% of the candidate's final score. The oral interview may contain situational exercises.
The Court reserves the right to change the components of the examination process and may limit the number of candidates invited to the oral interview process to include only the best-qualified candidates should there be a large applicant pool.
The application and supplemental questionnaire are used to evaluate the candidate's qualifications. If you are interested in the opportunity it is recommended that you submit your application and supplemental questionnaire as soon as possible since this recruitment may be closed at any time should the Court receive a sufficient number of qualified applicants.
If you require accommodation in the examination process because of disability, please call (510) 891-6021 to discuss.
Job Posting End Date
Open Until Filled