Administrative Office Specialist

Job Code: R41803
Full Time Salary Range: $47,215.00 - $68,462.00

This posting may be used to create a Talent Pool. Talent Pools may be used for a period of 10 months after the closing date on a job posting.

Notice to Colorado Applicants:
In compliance with the Colorado Job Application Fairness Act, in any materials you submit, you may redact or remove age-identifying information such as age, date of birth, or dates of school attendance or graduation. You will not be penalized for redacting or removing this information.

The Judicial Department works to provide equal access to justice, contribute to public safety, and strengthen the rule of law across Colorado. Together our courts and probation departments are committed to impartial and timely dispute resolution; support for families, litigants, and victims; client rehabilitation; and meaningful community engagement.

Summary of Job Classification:
Assists with administrative and customer support within a judicial district, probation department, or other unit. Provides purchasing and vendor communication support and performs human resources transactions, such as updating and maintaining employee data/files, conducting new employee orientations, and assisting with benefits enrollment. Supports payroll and timekeeping and other administrative support work.

Distinguished from Administrative Specialist II by a focus on a relatively narrow set of standard processes and functions that require less knowledge of the judicial branch’s processes and systems.

Remote work may be considered for this position; availability is determined by job duties, departmental needs, and management approval.

To perform this job successfully, an individual must be able to perform essential functions listed below satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Frequency and percentage of time may vary based on assignment.

Reviews, validates, and processes invoices from multiple vendors and treatment agencies. Ensures accuracy of received goods and services as well as proper account code.

Investigates billing issues, system issues, contract and pricing issues and general inquiries. Researches and resolves issues. Works with vendors as appropriate.

Reconciles credit card charges and other accounting transactions with the banking institution system. Reallocates charges based on proper account coding for purchases. Follows proper fiscal rules and guidelines provided by the Judicial Financial Services Division.

Reviews all expenditure reports within the State accounting system for accurate coding. Processes Journal Voucher forms to correct coding errors. Coordinates with the Financial Services Division - Accounting to answer questions, provide clarification, or resolve issues.

Purchases office supplies, equipment, and furniture. Ensures the department receives competitive and fair pricing. Manages purchasing and tracking of customer related expenditures (bus passes, incentives, etc).
Coordinates with county facility staff to address building issues, repair needs and meeting space needs. Communicates with department staff about such issues, progress, and resolution.

Arranges all employee travel for meetings, events, and conferences. Educates employees about authorized purchases, reimbursable policies, and other travel fiscal rules. Manages department vehicles, including scheduled maintenance.

Facilitates vendor access to the judicial procurement system. Assists vendors with completing documentation, entering information into the system, and resolving system errors.

Provides training as appropriate.

Attend meetings and trainings as required.

Performs other duties as assigned.

Supervisor Responsibilities:
Job has no responsibility for the direction or supervision of others.

Human

Collaboration:


Work requires regular interaction involving exchange and receipt of information. Interactions have limited impact.

Freedom to Act & Impact of Actions:
Receives Immediate Direction
Employee normally performs assignments after receiving…