The Courts of Limited Jurisdiction (CLJ-CMS) project is a software replacement effort for district and municipal courts statewide; organizationally, the project reports through the Information Services Division. This position provides a broad range of essential administrative support to the Project Manager and the project team in a fast paced-environment. The work is varied and detail oriented, so the successful candidate must be responsive, highly organized, able to track and follow through on multiple deadlines and requests, and establish strong working relationships within the organization and across all stakeholder groups.
This position independently performs a broad range of tasks, assignments, and projects requiring a high level of proficiency with modern productivity tools (Word, Excel, Outlook, Adobe Acrobat, PowerPoint, Visio, Zoom, etc.). We are looking for someone who has a demonstrated history of being able to execute tasks and assignments within deadlines and possesses exceptional organizational skills, the flexibility to handle a variety of shifting tasks and priorities, the ability to take direction and feedback, and is able to build positive relationships with staff members and collaborate effectively.
| Washington Courts Employment Opportunity Administrative Office of the Courts Administrative Secretary Information Services Division – CLJ-CMS Project |
Our Mission: Advance the efficient and effective operation of the Washington Judicial System.
The Administrative Office of the Courts (AOC) is looking for top-performing employees who embody its core values integrity, inclusion, accountability, and teamwork. It is committed to both employee growth and work-life balance.
Our diversity and inclusion efforts include embracing different cultures, backgrounds, and perspectives while fostering growth and advancement in the workplace.
Job #: 2024-18
Status: Project,. Full-Time*
Location: Olympia, Washington
Salary: Range 44: $44,400 - $58,104 per year (DOQ).
Opens: February 14, 2024
Closes: March 6, 2024. AOC reserves the right to close the recruitment at any time.
*Duration: This is a CLJ-CMS project position that is currently funded through June 30, 2025. It is anticipated that further funding will be approved through August 31, 2027.
WASHINGTON STATE RESIDENCY AND TELEWORK INFORMATION |
AOC requires employees to reside in Washington State. Any exceptions must be approved. If you are invited to interview and currently reside outside of Washington State, seek more information about residency requirements from the AOC hiring manager of this recruitment.
Position may be eligible for hybrid working; a combination of telework and working in-office.
DUTIES AND RESPONSIBILITIES |
- Manages multiple calendars/schedules for the Project Manager and team members.
- Schedules and coordinates meetings requiring internal and external personnel, customers, and court personnel. Meeting details vary depending on agency needs and may require in-person and remote attendees. Coordinates committee meetings, and other high volume or recurring events; assists in the creation of meeting agendas and production of meeting materials, notifies attendees, drafts meeting minutes, and in some cases, arranges for meals.
- Drafts, formats, and finalizes meeting minutes, correspondence, reports, letters, newsletters, spreadsheets, and slide presentations using MS Office suite software; proofreads, edits, revises, and reformats draft correspondence, reports, letters, newsletters, and spreadsheets to improve clarity, increase quality, and comply with agency standards.
- Maintains various project-related documents, such as committee membership lists, email listservs, committee charters, organizational charts, alternative schedules for staff members, equipment lists, status reports, training trackers, etc. Coordinates travel and transportation arrangements for staff according to agency policies and procedures, and assists with submission and tracking of staff travel expenses and reimbursements.
- Assists with the entire recruitment process and onboarding of new employees, including reviewing job postings and interview questions, coordinating interviews, organizing first-day onboarding agendas, submitting network access requests, completing training requests, and ordering equipment.
- Coordinates training and development plans for staff members.
- Keeps track of project staff information, such as schedules and hybrid work agreements.
- Answers telephones, receives and screens telephone calls and emails; receives and refers visitors, staff, and/or the public; responds to inquiries regarding departmental procedures and services.
- Screens and distributes mail and messages; distributes records, office supplies, and other materials; orders, receives, and maintains inventory of computers and other equipment, etc.
- Develops and maintains digital and physical filing and indexing systems, recommending and implementing improvements as needed.
- Performs information gathering and research as directed by the project manager or as requested by other project leads.
- May assist in creating, maintaining, and uploading web content materials using agency software tools according to agency technology and copyright law standards.
- Manage project budget expenses.
- Performs other duties as assigned.
REQUIRED QUALIFICATIONS AND CREDENTIALS |
An Associate of Arts degree from an accredited college or business school, AND:
- Four (4) years of secretarial experience in a professional work environment.
- Advanced skills using MS Office suite or similar software tools.
A combination of education, training, and experience demonstrating the skills and abilities to perform the duties and responsibilities of a Business Analyst successfully may substitute for the education and/or certification requirements.
THE IDEAL APPLICANT WILL ALSO HAVE SOME OR ALL OF THE FOLLOWING EXPERIENCE, EDUCATION, KNOWLEDGE, SKILLS, AND ABILITIES |
- Possess high emotional intelligence; able to proactively identify and navigate high stress situations with different levels of stakeholders, including project and court staff, executive sponsors, and judicial officers.
- Establish and maintain effective, positive, professional working relationships with a diverse range of customers, co-workers, and stakeholders. Provide excellent customer service to diverse groups of people with varying needs.
- Establish collaborative workplace relationships, encourage teamwork, and establish trust and credibility with others.
- Work independently with little supervision and demonstrate initiative. Independently prioritize workload, multi-task, and meet necessary or reasonable timelines.
- Experience maintaining the highest level of confidentiality
- Ability to communicate clearly, verbally and in writing, with a variety of customers and audiences.
- Experience working in a fast-paced, ever-changing environment while keeping priorities and activities on track to meet deadlines. Willing to assist others by reminding them of approaching deadlines.
- Experience working within a complex organizational structure, conferring, coordinating, and interacting with a multitude of internal and external stakeholders.
- Strong skills for writing, proofreading, and editing correspondence, presentations, issue briefings, etc., for technical and non-technical audiences.
- Advanced editing and proofreading skills.
- Expert knowledge and use of office productivity systems including but not limited to Microsoft Word, Excel, PowerPoint, and Adobe Acrobat Pro.
For more information about the position, to review the job description, application submission requirements, supplemental questions, inquire about benefits, or to apply for the position: CLICK HERE TO APPLY
- The workweek may fluctuate depending on workload or agency needs.
- Overnight travel may be required based on business needs.
- This position is not overtime eligible.
The AOC is an equal opportunity employer and does not discriminate based on gender, pregnancy, race, color, national origin, ancestry, religion, creed, physical, mental or sensory disability (actual or perceived), use of a service animal, marital status, sexual orientation, gender identity or expression, veteran or military status, age, HIV or Hepatitis C status, or any other basis protected by federal or state law. Persons of disability needing assistance in the application process, or those needing this announcement in an alternative format, please contact the AOC Human Resource Office, at (360) 705-5337, or fax (360) 586-4409, or via email to Recruitment@courts.wa.gov.
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and complete the required employment eligibility verification form upon hire.
SPECIAL NOTE: Before a new hire, a background check, including criminal history, will be conducted. Information from the background check will not necessarily preclude employment but will be considered in determining the applicant's suitability and competence to perform in the job.