Administrative Specialist

Administrative Specialist

The Essex Vicinage is seeking a creative and detail-oriented administrative specialist to join our team. The ideal candidate will demonstrate exceptional customer service, strong problem solving and leadership abilities, along with a high level of initiative flexibility and professionalism. This position supports the busy Operations Division, serving approximately 900 staff and judges across six buildings in Newark and East Orange. Under the general direction of the Court Executive 2b (Operations Division Manager), or designee the selected individual will serve as an essential link between the Operations Division and all other divisions within the vicinage, as well as our county partners and other stakeholders.

The candidate must have the ability to adapt to change and adjust to multiple priorities in a fast-paced work environment.

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.

NOTE:

Submission of a cover letter is preferred but not required.

Ability to work independently and as part of a team in a fast-paced environment.

• Lead all courtroom services and facilities coordination; oversee maintenance ticket requests working with the county and outside vendors.
• Serve as the Security Coordinator for the vicinage; create agendas, record minutes and follow up on outstanding facility and security items.
• Coordination of special projects including capital asset planning, construction and renovation, facility and maintenance requests, and coordination of judge and staff relocations.
• Assist with maintaining and updating the Continuity of Operation Plan (COOP).
• Participate in responding to emergencies within the facilities and working with the county and the Sheriffs' Office to ensure a safe environment for judges, staff and court users.
• Oversee the vicinage health and safety inspections and follow-up on recommended actions or repairs.
• Assist in all areas of Operations, including fleet management, records management, transcripts, and Title II ADA Accommodations.
• Coordination of courtroom and conference room requests.

• Compile reports and spreadsheets using Microsoft Office applications.
• Facilitate training and orientation of staff; provide written procedures.
• Compose routine and complex correspondence.
• Participate in team or work unit meetings.
• Serve on committees or working groups.
• Ability to travel to various locations throughout the county and state.
• Proficiency with Microsoft Office Suite and database management helpful.

Physical Ability:
Applicants may be required to perform work which requires climbing and prolonged standing, stretching, bending and reaching. The selected candidate must be able to frequently lift and carry supplies weighing from 30 to 50 pounds and, occasionally, materials weighing up to 75 pounds.

Driver's License:
Appointee will be required to possess a driver's license valid in New Jersey as operation of a vehicle is necessary to perform essential duties of the position. Regular and predictable physical presence at the worksite is an essential function of this position.

Graduation from an accredited college or university with a bachelor's degree and three years of professional experience, one of which shall be in purchasing, accounts payable, facilities management, operations management, records retention, transcript services, jury management, statistical reporting, investigations and/or library administration.

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. A master's degree may be substituted for one year of experience.

A law degree may be substituted for two years of experience.

Education

Note:

Degrees conferred outside of the United States must be evaluated by a recognized evaluation service. (See (Use the "Apply for this Job" box below).)

Driver's License:
Appointees will be required to possess a driver's…