Administrative Program Assistant

Administrative Support and Related (ASR)

Signature of the State Court Administrator approval available on file in the Human Resources Division.

This position is responsible for receiving and processing senior judge coverage requests from judicial districts statewide. The role also provides administrative support for the Senior Judge Program, including assisting with contract management, auditing time entries and travel reimbursement requests, and performing general administrative and tracking functions in accordance with established procedures.

To perform this job successfully, an individual must be able to perform assigned 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.

• Receive and process senior judge coverage requests from judicial districts statewide and communicate with districts once coverage is secured.
• Assist with drafting contracts, assignment letters, and renewal documentation for senior judges.
• Electronically file contracts, oaths, and related documentation and follow up on incomplete submissions.
• Assist with contract renewals, including updating employee profiles and performance evaluations in judicial software.
• Update and maintain applicant records, including initial application drafting and application document review and management.
• Review senior judge travel reimbursement requests for compliance with fiscal rules.
• Conduct monthly timecard reviews to ensure time worked is entered correctly and follow up as needed.
• Send performance survey emails to districts following senior judge coverage assignments and track and maintain performance feedback records.
• Assist with Senior Judge Program communications and onboarding.
• Maintain electronic filing systems for program documents and correspondence and performs monthly review and cleanup of folders and records. Fulfill records request.
• Provide general administrative support for the Senior Judge Program and assist with other program functions.
• Attends meetings and completes training as required.
• Performs other duties as assigned.

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

High school diploma or G.E.D.

At least one (1) year of work-related experience in general office or administrative support experience.

None.

Work may require providing advice to others outside direct reporting relationships on specific problems or general policies. Contacts may require the consideration of different points of view to reach agreement. Elements of persuasion may be necessary to gain cooperation and acceptance of ideas.

Employees normally perform assignments after receiving general instructions as to methods, procedures, and desired end results. There is some opportunity for discretion when making selections among a few easily identifiable choices. The assignment is usually reviewed upon completion.

Work requires comprehensive, practical knowledge of work processes. Incumbent can complete a broad range of work, sometimes complex, without frequent reference to others.

Position has no fiscal responsibility.

Exerts up to 10 pounds of force occasionally, a negligible amount of force frequently, and/or constantly having to lift, carry, push, pull, or otherwise move objects. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally.

Relatively free from unpleasant environmental conditions or hazards. Office environment.

Individuals who are hostile or irate.