7th Judicial Administrative Office Specialist I 1.0 FTE

POSITION INFORMATION

Job Code: R41803
Full Time Salary Range: $47,215.00 - $68,462.00

FLSA Status: Non-exempt

Click here for information on employee benefits.

This posting may be used to create a Talent Pool. Talent Pools may be used for a period of 10 months after the closing date on a job posting.

MISSION STATEMENT

The Judicial Department works to provide equal access to justice, contribute to public safety, and strengthen the rule of law across Colorado. Together our courts and probation departments are committed to impartial and timely dispute resolution; support for families, litigants, and victims; client rehabilitation; and meaningful community engagement.

STATEMENT OF DUTIES

Summary of Job Classification:
Assists with administrative and customer support within a judicial district, probation department, or other unit. Provides purchasing and vendor communication support and performs human resources transactions, such as updating and maintaining employee data/files, conducting new employee orientations, and assisting with benefits enrollment. Supports payroll and timekeeping and other administrative support work.

Distinguished from Administrative Specialist II by a focus on a relatively narrow set of standard processes and functions that require less knowledge of the judicial branch’s processes and systems.

ADDITIONAL COMMENTS

We are seeking a highly motivated, flexible, and organized individual to work in our records, jury, and administration departments.

Each applicant shall attach a cover letter highlighting the skills that make the applicant the best choice for the position. Resumes shall not substitute for the completed application. Not filing a completed application with a cover letter attached may limit any further consideration for the position.

Travel in the 7th Judicial District will be required and the schedule may require hours outside of the regular work week.

ESSENTIAL FUNCTIONS

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

Reviews, validates, and processes invoices from multiple vendors and treatment agencies. Ensures accuracy of received goods and services as well as proper account code.

Investigates billing issues, system issues, contract and pricing issues and general inquiries. Researches and resolves issues. Works with vendors as appropriate.

Reconciles credit card charges and other accounting transactions with the banking institution system. Reallocates charges based on proper account coding for purchases. Follows proper fiscal rules and guidelines provided by the Judicial Financial Services Division.

Reviews all expenditure reports within the State accounting system for accurate coding. Processes Journal Voucher forms to correct coding errors. Coordinates with the Financial Services Division - Accounting to answer questions, provide clarification, or resolve issues.

Purchases office supplies, equipment, and furniture. Ensures the department receives competitive and fair pricing. Manages purchasing and tracking of customer related expenditures (bus passes, incentives, etc).
Coordinates with county facility staff to address building issues, repair needs and meeting space needs. Communicates with department staff about such issues, progress, and resolution.

Arranges all employee travel for meetings, events, and conferences. Educates employees about authorized purchases, reimbursable policies, and other travel fiscal rules. Manages department vehicles, including scheduled maintenance.

Facilitates vendor access to the judicial procurement system. Assists vendors with completing documentation, entering information into the system, and resolving system errors.

Provides training as appropriate.

Attend meetings and trainings as required.

Performs other duties as assigned.

ESSENTIAL FUNCTIONS CONT.

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

Human Collaboration:
Work requires regular interaction involving exchange and receipt of information. Interactions have limited impact.

Freedom to Act & Impact of Actions:
Receives Immediate Direction
Employee normally performs assignments after receiving detailed instructions as to methods, procedures, and desired end results with little room for deviation. The immediate reviewer may, at times, provide close and constant review. Impact of actions are moderate.

Knowledge & Skills:
Full Performance
Work requires comprehensive, practical knowledge of work processes. Incumbent can complete a broad range of work, sometimes complex, without frequent reference to others. Likely impact on organization is standard.

Fiscal Responsibility:
May be responsible for the billing, collection and/or accounting of funds. May be responsible for the handling and balancing of cash.

MINIMUM QUALIFICATIONS

Education and Experience Equivalency:
High school diploma or G.E.D.

OR

Additional work experience in these or other related fields may be substituted on a year for year basis for the required formal education.

Work Related Experience:
1 to 3 years of experience in an administrative field.

Licenses and Certifications:
None.

Physical Effort Requirements:
Sedentary Work - Exerting 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, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally.

Work Environment:
Good-Relatively free from unpleasant environmental conditions and/or hazards.

Work Location:
Office or similar indoor environment.

Exposures:
Individuals who are hostile or irate; individuals with known violent backgrounds; communicable diseases.