EXECUTIVE ASSISTANT

Description

Are you a detail-oriented, highly organized professional with a passion for public service?

The San Bernardino Superior Court is searching for a highly skilled Executive Assistant to provide crucial support to both the Presiding Judge and the Court Executive Officer.

In this fast-paced, pivotal role, you will be managing a wide range of administrative tasks, including scheduling, communications and confidential matters; ensuring the seamless coordination of court leadership activities. If you’re proactive, organized, and ready to make an impact in the justice system, apply today!

Key Responsibilities of the Position

• Manage complex schedules for the Presiding Judge and Court Executive Officer
• Serve as the primary liaison for internal and external communications
• Handle confidential legal and sensitive information with discretion
• Prepare reports, correspondence, and presentations
• Coordinate high-level meetings, conferences, and travel arrangements

Benefit Highlights

View the 2024 Benefits Guide

About the Position

Under direction, provides complex, responsible and confidential administrative, management and sec retarial support services for the Presiding Judge and executive managers, often performing duties that relieve executives of routine details; and performs related duties as assigned. View the detailed JOB DESCRIPTION .

Distinguishing Characteristics
An Executive Assistant performs full journey-level skilled duties and is responsible for providing a wide array of complex, diverse and confidential administrative, secretarial and support services to the Presiding Judge and executive managers, often in a highly sensitive and rapidly changing environment. Incumbents are heavily involved in broad Court-wide issues and interact with top state and county executives and judicial officials on complex and sensitive matters, exercising discretion and independent judgment.

Employees in this class may support the Presiding Judge and typically report to Executive Staff.

The Executive Assistant is distinguished from other administrative support classes by the sensitivity and complexity of the environment in which incumbents operate and by the breadth of involvement in Court-wide issues and with state, county and Court officials and executives. Work requires a thorough know ledge of Court policies and practices.

Essential Functions

Handles highly confidential information regarding controversial issues, individuals and projects with diversified, Court-wide implications; provides research assistance on administrative issues; recog nizes, resolves administrative problems; identifies and analyzes issues and provides summaries of facts, background information and possible solution recommendations.Receives, processes, communicates and forwards routine confidential information, messages, reports and documents involving Court matters; reviews various communications that require action and determines the appropriate staff member or division to handle; collects relevant background infor mation and documentation and forwards materials for action and follow-up; contacts other depart ments, agencies or individuals for additional materials and information as needed.Screens phone calls, mail, visitors and e-mails; personally handles matters not requiring policy deter mination or approvals; provides information and appropriate referrals to callers and visitors; opens, sorts, screens, prioritizes and distributes mail, including additional correspondence or pertinent infor mation as reference.Acts as liaison between Court staff, the public, department heads, the media and outside agencies; serves as liaison between judges, Court staff and law enforcement agencies; works with confidential and sensitive information in an appropriate manner.Manages calendars; schedules appointments, meetings, hearings, training and speaking engagements; coordinates related documents, special projects and travel arrangements; initiates agendas and prepares materials; takes minutes and arranges audio/visual needs as required; may attend meetings as the executive's representative.Provides administrative support to other staff, committees and Judicial Council representatives; processes purchase orders, updates manuals and prepares various bi-weekly and monthly reports, rosters and schedules.Maintains records, logs, files and specialized or technical information; develops and maintains filing systems for confidential and highly classified executive office files; maintains confidential employee files and records for direct reports of executive staff including processing employee performance evaluations.Drafts, posts and distributes various public notices, news releases and listings.May provide direction, guidance and training to Administrative Assistants.Performs other duties as assigned.

Minimum Qualifications

Graduation from high school or GED equivalent, and at least five (5) years of secretarial or administrative assistant experience in an administrative, court or legal environment; or an equivalent combination of education, training and experience. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, OneNote). Comple tion of college-level course work is highly desirable. Experi ence in a public court is preferred.

Licenses; Certificates; Special Requirements:
A valid California Class C driver's license and the ability to maintain insurability under the Court's vehicle insurance program.

Knowledge of:

• Executive secretarial practices and procedures, including filing and recordkeeping;
• Court functions, operations and associated intergovernmental and management issues applicable to areas of responsibility;
• Principles and practices of sound business communication;
• Court organization, rules, policies and procedures applicable to assigned areas of responsibility;
• Court administrative procedures and forms for human resources, risk management, purchasing, inventory and budgeting processes;
• Court timekeeping policies, practices and procedures and related labor contract provisions;
• Advanced use of word processing, spreadsheet and database software to create complex documents and materials requiring the interpretation and manipulation of data;
• Regulations and procedures governing the maintenance and disclosure of public records;
• Basic research techniques, methods and procedures;
• Principles and practices of customer service and telephone etiquette;
• Court ordinances, codes, procedures and practices regarding computer hardware, software and data security;
• Correct English usage, including spelling, grammar and punctuation;
• Safety policies and safe work practices applicable to the work.

Ability to:

• Manage multiple and rapidly changing priorities to meet the needs and expectations of Court execu tives, stakeholders and other public and private groups and officials;
• Interpret, apply, explain and reach sound decisions in accordance with Court policies and procedures;
• Present proposals and recommendations clearly, logically and persuasively;
• Develop and implement appropriate office procedures and controls;
• Understand and use computer software including word processing, spreadsheet, database applications and other business software;
• Represent the Court effectively in dealings with other judicial jurisdictions, county departments, vendors and the public;
• Attention to detail, ensuring accuracy in all tasks;
• Organize, set priorities and exercise sound judgment within areas of responsibility;
• Organize and maintain office and specialized files;
• Work with frequent interruptions and simultaneous attention to multiple tasks while meeting legally-established deadlines;
• Communicate clearly and effectively in English;
• Understand and follow written and oral instructions;
• Prepare clear, accurate and concise correspondence, records and reports;
• Maintain confidentiality of Court documents and records;
• Understand, interpret, explain and apply applicable laws, ordinances and technology policies;
• Use tact and diplomacy when dealing with sensitive, complex and/or confidential issues and situations;
• Establish and maintain effective working relationships with all those encountered in the course of work.

Resumes will not be accepted in place of the required application and supplemental questions.

Human Resources will review applications to identify candidates who meet the minimum qualifications, therefore, it is to your benefit to include all pertinent work experience. When listing court experience, please include dates and classification of each position held, if more than one.

Selection Process

• Applications will be reviewed to identify candidates who meet the minimum qualifications and/or desirables. Only those who meet the minimum qualifications and desirables (if applicable) will proceed to the next step in the recruitment process.
• The selection process for this position includes a test of each candidate's skills and abilities related to the position. Qualified candidates will be invited by email to self-schedule for testing.
• All candidates will be notified via email of their status at each step of the process. Additional steps in the selection process will include a background check and a reference check.
  

TESTING
This recruitment will include testing. Candidates will be invited to self-schedule for a test via an email link. The tests will be conducted at the San Bernardino Justice Center (247 W. Third St., San Bernardino, CA 92415). Test dates and times will be:

• November 13, 2024, at 9:00 AM
• November 13, 2024, at 1:00 PM
• November 15, 2024, at 9:00 AM
• November 15, 2024, at 1:00 PM

Reasonable Accommodations

The Superior Court of California, County of San Bernardino, is committed to providing reasonable accommodation to applicants as required by the Americans with Disabilities Act (ADA) and the Fair Employment and Housing Act (FEHA). Qualified individuals with disabilities who need reasonable accommodation during the application or selection process may contact the Human Resources Office at (909) 521-3700 or via email at careers@sb-court.org . Individuals with hearing and/or speech impairments may also contact the recruiter for this position through the use of the California Relay Service by dialing 711.

Physical Characteristics

The physical and mental demands described here are representative of those that must be met by employees to successfully perform the essential functions of this class. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The Superior Court of California, County of San Bernardino is an Equal Opportunity Employer- M/F/D/V.

SUPERIOR COURT OF CALIFORNIA
COUNTY OF SAN BERNARDINO
BENEFITS SUMMARY

The San Bernardino Superior Court offers a range of benefit programs for employees and their eligible dependents. These include medical, dental, vision, and life insurance, as well as a variety of voluntary benefits. Programs and benefit amounts vary and are based on bargaining unit, family size, hire date, plan selection, and number of hours worked.A summary of benefits is provided below.

Health and Welfare Benefits
MEDICAL: The Court offers a variety of comprehensive health plan options to fit individual employee needs. The Court contributes up to $200.00 in benefit plan dollars each pay period to help full-time employees pay for health premiums. In addition, the health plan subsidy the court contributes toward the employee cost is 58.5% to 60% based on plan selection and level of coverage.

DENTAL: The dental subsidy is equivalent to 100% of the employee only DPPO plan (but not less than twenty-three dollars and two cents {$23.02} per pay period).

VISION: Court-paid plan for employees and eligible dependents. No co-pay/deductible for eye exams; frames and standard lenses or contact lenses (in lieu of standard lenses) every twelve (12) months.

SHORT-TERM DISABILITY: Court-paid benefit that provides partial income replacement in the event that an employee is unable to work due to a non-work related disability.

LONG-TERM DISABILITY: Court-paid benefit that provides partial income replacement in the event that an employee is unable to work due to a non-work related disability.

LIFE INSURANCE: Court-paid basic life insurance benefit of $85,000. Additional supplemental life and AD&D insurance benefits may be purchased voluntarily.

MEDICAL REIMBURSEMENT ACCOUNT: Flexible Spending Account (FSA) that helps participating employees lower their taxable income. Under this plan, employees elect to set aside pre-tax money each pay period to pay for eligible out-of-pocket medical expenses for themselves and their eligible dependents that are not paid by insurance or reimbursed by any other benefit plan. The Court contributes a dollar for dollar match up to $20.00 per pay period up to a maximum of five-hundred dollars ($500.00) per plan year.

DEPENDENT CARE ASSISTANCE PLAN: This is a type of Flexible Spending Account (FSA) that helps participating eligible employees lower their taxable income. Under this plan, employees may set aside pre-tax dollars to pay for qualified childcare or dependent care expenses that are necessary for the employee and/or spouse to continue working.

Leave Allowances
VACATION: After completion of the requisite hours of continuous service (based on the bargaining unit), employees are eligible to use accrued vacation allowance. Depending on length of service, employees may accrue from 80 to 200 hours annually.

ADMINISTRATIVE LEAVE: Eighty (80) hours of additional leave to be used during the calendar year, prorated depending on start date.

HOLIDAY: Fourteen (14) paid recognized holidays and the accrual of two (2) floating holidays annually.

SICK LEAVE: Employees in regular positions accrue approximately 3.69 hours of sick leave per pay period to use during instances of authorized absence due to illness, injury, or medically related appointments.

BEREAVEMENT LEAVE: ALL employees are eligible to receive a maximum of thirty-two (32) hours of paid leave per occurrence for bereavement leave due to the death of a person in the immediate family.

Retirement and Deferred Compensation Plans
RETIREMENT: The Court is a 1937 Act employer. More detailed information may be found by contacting SBCERA at (909) 885-7980 or toll-free at 1-877-722-3721 or by visiting the website at San Bernardino County Retirement Association. The Court does not pay into the Social Security system; however, it does contribute to Medicare.

Retirement benefits subject to change.

DEFERRED COMPENSATION: Employees are eligible to participate in the Court's 457 and/or the 401(k) Deferred Compensation Plans. These are supplemental retirement plans that permit employees to defer a certain portion of their pre or post tax salary, within certain Internal Revenue Service (IRS) limits, to an account maintained by an investment service provider. Participating employees in the pre-tax option postpone paying taxes on the deferred portion of their income.

401(k): The court matches up to 4% and doubles the contribution up to 8%.
457: Employees may elect to have a percentage of their salary or a flat amount deferred for a pre or post tax investment.

RETIREMENT MEDICAL TRUST: This plan helps with the high cost of health care expenses after retirement. Participation is for those with ten (10) or more years of participation in SBCERA or where the individual contributed to a public sector retirement system or system(s) over a ten (10) year period and did not withdraw the contribution form the retirement system(s). Under this plan, eligible retired participants pay for qualified expenses on a non-tax basis. All contributions, earnings, and reimbursements are tax free. The trust is funded by the eligible cash value of the participant's sick leave upon separation of service and Court contributions. The Court contributes a percentage of the employee's salary to the trust per pay period.

Additional Benefits
TUITION BENEFIT: The Court shall provide $1,500.00 per fiscal year to be used for job related education or career development, book fees or to reimburse membership dues in professional organizations.

CAR ALLOWANCE: Use of Court Vehicle.

CELL PHONE: The Court shall provide reimbursement of $20.00 for voice and $20.00 for data services per month upon submission of proper forms and documentation.

FLEXIBLE WORK SCHEDULE: The Court recognizes the importance of work/life balance. Employees may request alternative work scheduling or flexible work schedules when classifications meet the requirements.

COMMUTER SERVICES: This program assists with providing information on carpools, rideshare matching, and public transportation options. The Court offers incentives for employees eligible to participating in Ridesharing activities.

The Human Resources Department reserves the right to modify the benefit programs in accordance with the Personnel Rules and Regulations.

Closing Date/Time: 11/5/2024 11:59 PM Pacific

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• San Bernardino Superior Court

• 909-269-8712

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