Job Details
Administrative Specialist
2025-05-24 State of California San Francisco,CA
Description:
Position Details Job Code #:
JC-478854
Position #(s):
156-###-####-XXX
Working Title:
Administrative Specialist JO#6418
Classification:
ADMINISTRATIVE SPECIALIST $5,450.00 - $7,629.00
# of Positions:
1
Work Location:
San Francisco County
Telework:
Hybrid
Job Type:
Permanent, Full Time
Department Information
OVERVIEW
The Judicial Council of California is accepting applications for the position of Administrative Specialist with the Facilities Services office.
Under general supervision of the Manager for the Risk and Insurance Management unit, this position will provide the full range of secretarial and general administrative support to the unit. This will primarily include supporting the Environmental Health and Safety subunit and the Risk and Insurance subunit. Duties will include, but are not limited to, processing all invoice payments, processing regulatory permits, processing requisitions, contracts and amendment requests, recording and tracking of all fiscal records for the unit, tracking of Personal Protective Equipment, data entry, collecting, formatting and distributing presentations and reports, and drafting correspondence. The incumbent will also schedule and take minutes for meetings, arrange for travel and process expense claims, prepare agendas, and performs other tasks, as required.
The Judicial Council
The Judicial Council of California is the policy setting body for the state court system and has constitutionally conferred statewide rule-making authority. This authority includes developing, advocating for, and allocating the judicial branch budget. A majority of Council members are California state justices and judges; however, the Council also includes lawyers, legislators, and court administrators.
By enhancing its role as a leadership, knowledge, and service resource for the judicial branch, the Judicial Council's staff organization seeks to continue to evolve as one of California's most dynamic public service entities, focused on improving access to justice for all Californians by innovating and responding to the changing needs of the courts and the public. As a government body charged with improving the statewide administration of justice, the Judicial Council has multiple offices with diverse responsibilities relating to court policy and operations. As employees of the council, every member of staff should view and approach their work as one Judicial Council with a public service mission that is greater than the sum of its parts.
Department Website:
Application Instructions
Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.
Final Filing Date: 5/31/2025
Who May Apply
This is a non-testing Classification, therefore, anyone meeting the Minimum Qualifications listed on the Classification Specification may apply for this position. Individuals in specific programs, such as the Welfare to Work Program, are encouraged to apply and will be given priority according to the applicable Laws and Rules. Please note on your application your current participation in these programs.
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To Apply
Completed Examination/Employment Application (STD 678) and applicable or required documents must be submitted to apply for this Job Posting. A completed copy of the Application Package listing must be included, when submitting your application in hard copy.
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
Judicial Council of California
Primary Cert Contact
Attn: Please APPLY ONLINE in the Benefits section below
455 Golden Gate Avenue
San Francisco , CA 94102-3688
Required Application Package Documents
The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:
Desirable Qualifications In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:
MINIMUM QUALIFICATIONS
EDUCATION AND EXPERIENCE
Two (2) years of experience in administrative support, database maintenance, or meeting/event
planning.
OR
Associate's degree, preferably in the area of assignment. Additional directly related experience
and/or education may be substituted on a year-for-year basis.
OR
One year as an Administrative Assistant 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 Assistant in a California Superior Court or California state-level government entity.
OTHER
Please note, if you are selected for hire, verification of employment eligibility or authorization to work in the United States will be required.
Benefits
HOW TO APPLY
This position requires the submission of our official application, responses to the supplemental questions, and a resume. To ensure consideration of your application for the earliest round of interviews, please apply by 5:00 P.M. on May 29, 2025.
To complete an online application, go to job opening #6418 at
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) ###-####.
PAYMENT & BENEFITS
$5,450- $7,629 per month
Some highlights of our benefits package include:
• Health/Dental/Vision benefits program
• 14 paid holidays per calendar year
• Choice of Annual Leave or Sick/Vacation Leave
• 1 personal holiday per year
• Up to $130 per month reimbursement for qualifying commuting costs
• 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 Disability Program (employee paid/optional)
• Group Legal Plan (employee paid/optional)
Benefit information can be found on the CalHR website and the CalPERS website.
Contact Information
The Human Resources Contact is available to answer questions regarding the position or application process.
Department Website:
Human Resources Contact:
Alexis Ortiz
(415) ###-####
...@jud.ca.gov
Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.
EEO Contact:
Sandra Grace
(415) ###-####
...@jud.ca.gov
California Relay Service: 1-800-###-#### (TTY), 1-800-###-#### (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
Supplemental Questionnaire
The Judicial Council of California Is an Equal Opportunity Employer.
Supplemental Questions
To better assess the qualifications of each applicant, we will review your responses to the following questions. Please indicate for which employer you performed these functions. Your answers should not exceed a total of three pages.
1. Describe your experience and proficiency in specific software and database programs you have used (i.e. Adobe Acrobat, scanning software, Excel, PowerPoint, Word, etc.).
2. Describe your experience organizing and maintaining files and financial records for a team; include any specific software programs you have used.
3. Describe your procurement and invoice processing experience; include any specific software programs you have used.
Equal Opportunity Employer
The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.
RESPONSIBILITIES
• Provide administrative support to the Risk Management Unit.
• Organize and maintain unit documentation, such as purchase orders, invoices, contracts, permits, and supporting records.
• Process, reconcile, and validate invoices for payment; review and process purchase orders; verify account coding, cost estimates, and approvals are received.
• Providing administrative support to the Risk and Insurance subunit.
• Enter Certificates of Insurance into FileMaker database.
• Maintain and update Vehicle Safety training records for all Judicial Council employees.
• Provide administrative support to the Environmental Health and Safety subunit.
• Process and track environmental regulatory permits for courthouse building equipment and hazardous materials stored at courthouse facilities.
• Issue and track temporary EPA ID numbers for courthouse facilities, and process and track manifests for hazardous waste disposal.
Working Conditions
The Judicial Council strives for work-life balance, including substantial vacation and holiday time. In addition, we offer an excellent benefits package, including pension, medical, dental, and vision coverage, flexible spending, up to $130 per month reimbursement for qualifying commuting costs, and retirement savings plans. In San Francisco, the office is only a 7-minute walk from the Civic Center BART station. In Sacramento, the office is minutes from downtown, just north of Discovery Park.
The Judicial Council offers hybrid work arrangements for many positions. The successful candidate will be expected to work in person at the Judicial Council's San Francisco or Sacramento office at least two days per week, based on their office leader's direction, and reside in the areas surrounding these locations.
Minimum Requirements This position does not have a Classification Specification. Requirements and qualifications for this position can be found in this announcement. For additional questions, please contact the hiring department listed below.
- ADMINISTRATIVE SPECIALIST
- Job Application Package Checklist
Position Details Job Code #:
JC-478854
Position #(s):
156-###-####-XXX
Working Title:
Administrative Specialist JO#6418
Classification:
ADMINISTRATIVE SPECIALIST $5,450.00 - $7,629.00
# of Positions:
1
Work Location:
San Francisco County
Telework:
Hybrid
Job Type:
Permanent, Full Time
Department Information
OVERVIEW
The Judicial Council of California is accepting applications for the position of Administrative Specialist with the Facilities Services office.
Under general supervision of the Manager for the Risk and Insurance Management unit, this position will provide the full range of secretarial and general administrative support to the unit. This will primarily include supporting the Environmental Health and Safety subunit and the Risk and Insurance subunit. Duties will include, but are not limited to, processing all invoice payments, processing regulatory permits, processing requisitions, contracts and amendment requests, recording and tracking of all fiscal records for the unit, tracking of Personal Protective Equipment, data entry, collecting, formatting and distributing presentations and reports, and drafting correspondence. The incumbent will also schedule and take minutes for meetings, arrange for travel and process expense claims, prepare agendas, and performs other tasks, as required.
The Judicial Council
The Judicial Council of California is the policy setting body for the state court system and has constitutionally conferred statewide rule-making authority. This authority includes developing, advocating for, and allocating the judicial branch budget. A majority of Council members are California state justices and judges; however, the Council also includes lawyers, legislators, and court administrators.
By enhancing its role as a leadership, knowledge, and service resource for the judicial branch, the Judicial Council's staff organization seeks to continue to evolve as one of California's most dynamic public service entities, focused on improving access to justice for all Californians by innovating and responding to the changing needs of the courts and the public. As a government body charged with improving the statewide administration of justice, the Judicial Council has multiple offices with diverse responsibilities relating to court policy and operations. As employees of the council, every member of staff should view and approach their work as one Judicial Council with a public service mission that is greater than the sum of its parts.
Department Website:
Application Instructions
Completed applications and all required documents must be received or postmarked by the Final Filing Date in order to be considered. Dates printed on Mobile Bar Codes, such as the Quick Response (QR) Codes available at the USPS, are not considered Postmark dates for the purpose of determining timely filing of an application.
Final Filing Date: 5/31/2025
Who May Apply
This is a non-testing Classification, therefore, anyone meeting the Minimum Qualifications listed on the Classification Specification may apply for this position. Individuals in specific programs, such as the Welfare to Work Program, are encouraged to apply and will be given priority according to the applicable Laws and Rules. Please note on your application your current participation in these programs.
Applications will be screened and only the most qualified applicants will be selected to move forward in the selection process. Applicants must meet the Minimum Qualifications stated in the Classification Specification(s).
How To Apply
Completed Examination/Employment Application (STD 678) and applicable or required documents must be submitted to apply for this Job Posting. A completed copy of the Application Package listing must be included, when submitting your application in hard copy.
Address for Mailing Application Packages
You may submit your application and any applicable or required documents to:
Judicial Council of California
Primary Cert Contact
Attn: Please APPLY ONLINE in the Benefits section below
455 Golden Gate Avenue
San Francisco , CA 94102-3688
Required Application Package Documents
The following items are required to be submitted with your application. Applicants who do not submit the required items timely may not be considered for this job:
- Current version of the State Examination/Employment Application STD Form 678. All Experience and Education relating to the Minimum Qualifications listed on the Classification Specification should be included to demonstrate how you meet the Minimum Qualifications for the position.
- Resume is optional. It may be included, but is not required.
Desirable Qualifications In addition to evaluating each candidate's relative ability, as demonstrated by quality and breadth of experience, the following factors will provide the basis for competitively evaluating each candidate:
MINIMUM QUALIFICATIONS
EDUCATION AND EXPERIENCE
Two (2) years of experience in administrative support, database maintenance, or meeting/event
planning.
OR
Associate's degree, preferably in the area of assignment. Additional directly related experience
and/or education may be substituted on a year-for-year basis.
OR
One year as an Administrative Assistant 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 Assistant in a California Superior Court or California state-level government entity.
OTHER
Please note, if you are selected for hire, verification of employment eligibility or authorization to work in the United States will be required.
Benefits
HOW TO APPLY
This position requires the submission of our official application, responses to the supplemental questions, and a resume. To ensure consideration of your application for the earliest round of interviews, please apply by 5:00 P.M. on May 29, 2025.
To complete an online application, go to job opening #6418 at
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) ###-####.
PAYMENT & BENEFITS
$5,450- $7,629 per month
Some highlights of our benefits package include:
• Health/Dental/Vision benefits program
• 14 paid holidays per calendar year
• Choice of Annual Leave or Sick/Vacation Leave
• 1 personal holiday per year
• Up to $130 per month reimbursement for qualifying commuting costs
• 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 Disability Program (employee paid/optional)
• Group Legal Plan (employee paid/optional)
Benefit information can be found on the CalHR website and the CalPERS website.
Contact Information
The Human Resources Contact is available to answer questions regarding the position or application process.
Department Website:
Human Resources Contact:
Alexis Ortiz
(415) ###-####
...@jud.ca.gov
Please direct requests for Reasonable Accommodations to the interview scheduler at the time the interview is being scheduled. You may direct any additional questions regarding Reasonable Accommodations or Equal Employment Opportunity for this position(s) to the Department's EEO Office.
EEO Contact:
Sandra Grace
(415) ###-####
...@jud.ca.gov
California Relay Service: 1-800-###-#### (TTY), 1-800-###-#### (Voice) TTY is a Telecommunications Device for the Deaf, and is reachable only from phones equipped with a TTY Device.
Supplemental Questionnaire
The Judicial Council of California Is an Equal Opportunity Employer.
Supplemental Questions
To better assess the qualifications of each applicant, we will review your responses to the following questions. Please indicate for which employer you performed these functions. Your answers should not exceed a total of three pages.
1. Describe your experience and proficiency in specific software and database programs you have used (i.e. Adobe Acrobat, scanning software, Excel, PowerPoint, Word, etc.).
2. Describe your experience organizing and maintaining files and financial records for a team; include any specific software programs you have used.
3. Describe your procurement and invoice processing experience; include any specific software programs you have used.
Equal Opportunity Employer
The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.
It is an objective of the State of California to achieve a drug-free work place. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.