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JOB TITLE: Administrative Coordinator
LOCATION: San Francisco
JOB OPENING: 4911
OVERVIEW
The Judicial Council of California is accepting applications for the position of Administrative Coordinator in the Conference and Print Production office.
This position provides direct support to the Judicial Council's business meetings and trainings taking place within the Judicial Council and Milton Marks Conference Centers, located in San Francisco.
The Administrative Coordinator will be responsible for facilitating meeting room reservations, issuing confirmations, set-up and tear down of meeting rooms, reviewing catering requests for policy compliance, placing catering orders, liasing with multiple catering vendors, large volume reconialiation of catering invoices for orders placed within conference centers in San Francisco, Sacramento and other government and court locations. This position also has some other duties such as coordination of fleet reservations, data collection and maintainence, electronic data tracking, analysis and report development relating to conference center usuage patterns and performance indicators. The Administrative Coordinator is expected to take the lead role on investigating, testing and implementing new technoloy into the area of assignment.
The Judicial Council strives for work life balance and includes substantial vacation and holiday time. In addition, we offer an excellent benefits package including pension, medical, dental and vision coverage, flexible spending, $130 monthly stipend towards public transit commuting costs, and retirement savings plans. In San Francisco, the office is only a 7-minute walk from the Civic Center BART station in downtown San Francisco.
The successful candidate will be expected to work in the San Francisco office.
RESPONSIBILITIES
⢠Schedule events, meetings and resources in the Judicial Council using specialized room scheduling software (Meeting Room Manager):
⢠Review requests for logistical and policy compliance to prepare for consulting with requestor;
⢠Consult all aspects of the event - from room selection to catering;
⢠Guidance on how to obtain permits from California Highway Patrol, Fire Marshall restrictions, Building Security and compliance with ADA;
⢠Reserve meeting rooms, making sure of all important details and set up requirements with Meeting Room Manager;
⢠Ensure events follow California Code such as California Highway Patrol permit requirements and Fire Code/Fire Marshall requirements and restrictions.
⢠Coordinate placement of business meals and processing of invoices for all catering requests within a government facility:
⢠Review all incoming requests for Business Meal Policy compliance;
⢠Document review and submission through the business meal approval process as well as paperwork to ensure timely payment of invoices;
⢠Review invoices for accuracy, request revisions as needed and process final invoice for payment.
⢠Handle day of event support for any issues, transportation coordination, additional seating, compliance with ADA;
⢠Facilitate all electronic data tracking, analysis and report development with regards to usage patterns and performance indicators, investigate, test and implement new technology introduced for assignment;
⢠Maintain vehicle key storage.
Other Duties and Responsibilities:
⢠Maintain pool vehicle schedule and coordinate staff's usage of vehicles;
⢠Maintain vehicle mileage log for all pool vehicles as well as assigned vehicles;
⢠Attend monthly building tenant meeting and report back to supervisory staff;
⢠Administer back-end user profile management of meeting room manager software;
⢠Send out customer service surveys;
⢠Attend and or participate in trainings and meetings as required.
Minimum Qualifications
EDUCATION AND EXPERIENCE
Three (3) years of administrative support experience including some experience in area(s) of assignment (such as accounting, writing/editing, database/spreadsheets, direct support to upper management, etc.).
OR
Associate's degree, preferably in area(s) of assignment, and one (1) year of administrative support experience including some experience in area(s) of assignment (such as accounting, writing/editing, database/spreadsheets, direct support to upper management, etc.).
Additional directly related experience and/or education may be substituted on a year-for-year basis.
OR
One year as an Administrative Specialist, Facilities Specialist, or Fiscal Services Specialist with the Judicial Council of California or one year of experience performing the duties of a class comparable in the level of responsibility to that of an Administrative Specialist, Facilities Specialist, or Fiscal Services Specialist in a California Superior Court or California state-level government entity.
Ability to:
⢠Coordinate and provide effective administrative assistance and coordinate projects and
program operations.
⢠Use initiative and judgment within established guidelines.
⢠Organize, prioritize, and coordinate multiple work activities and meet critical deadlines.
⢠Operate personal computers and use specified computer applications, such as word
processing, spreadsheets, and databases.
⢠Establish and maintain effective working relationships with those contacted in the course
of the work.
Other Information
Please Note: If you are selected for hire, verification of employment eligibility or authorization to work in the United States will be required.
HOW TO APPLY
To ensure consideration of your application for the earliest round of interviews, please apply by 5:00 p.m. on February 7, 2019. This position requires the submission of our official application, a resume, and a response to supplemental questions.
To complete an online application, please visit http://www.courts.ca.gov/careers.htm
The Judicial Council provides reasonable accommodation to applicants with disabilities who request such accommodation. Reasonable accommodation needs should be requested through Human Resources at (415) 865-4260. Telecommunications Device for the Deaf (415)-865-4272.
PAY & BENEFITS
$4,874 - $6,823 per month
[Starting Salary: $4,874 per month]
Some highlights of our benefits package include:
⢠Health/Dental/Vision benefits program
⢠13 paid holidays per calendar year
⢠Choice of Annual Leave or Sick/Vacation Leave
⢠1 personal holiday per year
⢠$130 transit pass subsidy per month
⢠CalPERS Retirement Plan
⢠401 (k) and 457 deferred compensation plans
⢠Employee Assistance Program
⢠Basic Life and AD&D Insurance
⢠FlexElect Program
⢠Pretax Parking
⢠Long Term Care Disability (employee paid/optional)
⢠Group Legal Plan (employee paid/optional)
The Judicial Council of California Is an Equal Opportunity Employer.â
Supplemental Questionnaire for Administrative Coordinator Job Opening #4911
To better assess the qualifications of each applicant, please provide a response to the following questions:
You are the first to arrive and are to set a room for an early morning meeting with an agreed on specific arrangement - during your set-up a judge enters the room and says you are doing it incorrectly and becomes argumentative. It's the last minute and you don't have time to clarify. What do you say/do?
Compose an email responding to an agitated voicemail that you have received from a court CEO. In the voicemail the CEO, Ms. Betty Smith states that for the second time in two weeks the contracted airport van service Super Shuttle has been 30 minutes late, causing her to almost miss her flight on the first occasion and having to take a $50 cab ride on the second. She ended the message with "I certainly hope that we will never use this company again". History has proven that Super Shuttle has in fact been a reliable vendor.
