Administrative Specialist ; General Operations Division

Administrative Specialist 2

The Passaic Vicinage General Operations Division is seeking an individual with excellent analytical, communication, and administrative skills to serve as an Administrative Specialist 2. The selected candidate will work under the direction of the Court Executive 2B or their designee to provide professional and administrative support for the General Operations Division. The selected candidate must possess excellent communication and interpersonal skills and be able to assist staff and customers by explaining technical details in a manner the user can understand.

The selected candidate must work well in a fast-paced, deadline-driven environment and must be able organize, prioritize, and meet established deadlines. The selected candidate must be able to manage multiple priorities, respond to the needs of different customers, creatively design, and implement solutions and efficiencies and administratively support the General Operations Division management. Knowledge about court operations and the applications used by courts is helpful.

REMOTE WORK:
The Judiciary currently offers a hybrid work schedule, and this position may qualify for up to 2 days of remote work outside of Judiciary buildings. To participate in this program, in addition to installing a multifactor authentication app on your phone or tablet, you will be required to have high speed home internet access.

• Coordinate workflow to team members or other groups with assigned tasks.
• Analyze data and reports for distribution or action.
• Answer questions posed by judges, attorneys or community organizations, the public, clients, customers, complainants, co-workers, subordinates, or management.
• Screen confidential material for release to the public or other authorized person/agency.
• Facilitate and provide support for Records Management and inventory of off-site storage warehouse. Entry and upkeep of records database. Identify storage solutions. Process records regarding transfer and destruction paperwork. Maintain regular communication with vicinage records' liaisons.
• Provide cross-training to co-workers and provide direction and feedback.
• Oversee and coordinate state vehicle fleet, including maintenance and service.
• Assist with all mailroom operations including processing mail to mail delivery.
• Provide public access case information to court users. Create and display vicinage signage.
• Provide customer service to jurors, if virtual selection, serving as Zoom moderator, or in-person checking in juror attendance, processing juror payments, coordinating workflow in the unit, coordinating use of and tracking Judiciary tablets, and record Grand Jury hearings.
• Oversee, organize, and implement multiple types of media technology for courtroom presentation and access. Facilitate equipment accommodations for the court as requested by attorneys and the public including setup of video teleconference, sound amplification systems, and assistive listening devices. Troubleshoot and act as Court Smart liaison between Appellate Division, Information Technology Division, and court staff. Plan implementation of projects or programs.
  
  Make recommendations on utilization of available funds, equipment, and materials. Submit requisitions for furniture, services, and office supplies. Organize and set up vicinage events.
• Serve as liaison to Passaic County Buildings and Grounds, Passaic County Sheriff's Department and Passaic County Administrator's Office to report ongoing building and operational issues, conducting security/facility surveys and following up on the status of remediation efforts.
• Attend, record minutes, and conduct follow-up for all facility meetings.
• Coordinate and communicate with the involved parties regarding all ongoing facilities projects, renovations projects, relocations, and other asset related duties, including the reconciliation of fixed assets and conducting audits to ensure compliance with established policies and procedures.
• Serve as back-up to the Interpreter's Unit, including assistance in the processing of freelance interpreter payment vouchers in a timely fashion. Serve as back-up to Transcripts and other areas in the General Operations Division as needed and perform related duties as required.

Graduation from an accredited college or university with a bachelor's degree.

Substitution:
Applicants who do not possess the required education may substitute additional paraprofessional and/or professional experience on a year-for-year basis with one year of such experience being equal to 30 semester hour credits. An associate degree from an accredited college or university and two years of additional paraprofessional and/or professional experience may be substituted for a bachelor's degree.

Applicants who are approaching their anticipated graduation date may apply. If selected, the applicant must complete their degree no later than their start date.

Education

Note:

Degrees conferred outside of the United States must be…