Executive Secretary to Director of the OAE (Judiciary Secretary 2, Confidential)

When you come to work for New Jersey Judiciary, you will join an 8500-member strong TEAM that operates with the highest standards of independence, integrity, fairness and quality service. You will be engaged with work that has purpose, meaning and makes a difference in lives of the public we serve. We work hard every day to build the public’s trust and confidence in our court system, which includes issues such as bail reform, marijuana decriminalization and recovery court.

Whether it be in a courtroom, an administrative office, a courthouse training room, an IT office or in the field, our Judiciary workforce is improving the lives of countless individuals and families every day. We honor the dignity and individualism of each member of our organization while fostering professionalism and continuous improvement in our work.

The Judiciary offers a strong opportunity for growth.

The Director of the OAE seeks a detail oriented, self-motivated legal secretary with exceptional office skills, and a demonstrable record of success in service to a Court Executive, Firm Partner, or Superior Court Judge.

This position will provide secretarial and administrative support to the Director with responsibilities including but not limited to: processing confidential ethics background checks; drafting, accurately typing, proofreading and disseminating legal documents and memoranda; handling confidential matters; composing routine and extraordinary correspondence and legal documents; responding to inquiries from attorneys, staff members and the public; researching information from automated systems; reviewing and prioritizing incoming mail, taking appropriate action; maintaining a filing system and performing other administrative support duties as required. Candidate must be competent to perform in a fast-paced environment with minimal direction.

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.

Example of Duties:

* Provide administrative and secretarial support to the Director of the Office of Attorney Ethics and serve as backup to the confidential secretary to First Assistant Ethics Counsel.

* Operate with the highest degree of confidentiality in processing ethics checks of judicial candidates, human resources matters, and inquiries requesting confidential information from the OAE.

* Maintain confidentiality of all work for Director except as specifically authorized.

* Respond to appropriate requests for information from the Supreme Court, the Administrative Director, Disciplinary Oversight Committee (DOC), Superior Court Judges, the Administrative Office of the Courts (AOC), appointed Special Ethics Adjudicators (SEA) and the public.

* Demonstrate initiative by independently preparing responses to routine inquiries for review without direction.

* Demonstrate a high degree of efficiency and technical competence in addressing data input changes into the OAE’s case management system including, the opening and closing of disciplinary cases in proprietary case management system.

* On behalf of the Director, administratively lead yearly collection of data for OAE Annual Report, Annual International Fee Survey, and Survey of Lawyer Disciplinary Agencies, diplomatically interfacing with other states’ disciplinary offices. Follow up with contributors to ensure timely submission of document for managerial review and editing.

* Maintain confidential personnel files. Work with new hires to complete initial forms needed for the emergency contact list and the individual’s personnel file.

* Address a variety of human resources tasks, including the preparation of requests to fill, notice of vacancies, and effectively and timely communicate the same to Human Resources.

* Ensure executive attendance and follow-up by maintaining accurate and timely records, (e.g., tickler, calendar, chronological file of all letters and memoranda, etc.).

* Check the Attendance Line each day, adding callouts and updates to the online Attendance program.

* Act as a backup for making service calls on the copier and fax machine in the absence of the Office Manager.

* Handle the administrative duties associated with the annual training conference.

* Issue Continuing Legal Education (CLE) certificates for Office of Attorney Ethics Training Conference. While the DEC and DFAC Units may issue credits for their individual programs, remain available to assist with the issuance of credit in those programs and provide similar support in such other continuing legal education programs as the Director may request.

* Serve as administrator of jurisdiction on National Organization of Bar Counsel’s website. Research estimated travel costs to prepare required form to submit to Administrator Director requesting permission for staff to attend conferences. Assist in registration and travel for external seminars, working with office manager to effectuate payment.

* Maintain a record of presentations made by OAE staff.

* Share responsibility with the First Assistant’s secretary for completing ethics checks requested by the AOC, State Police, FBI and other agencies.

* Act as liaison with the press to respond to requests for copies of public documents.

* Prepare timely and accurate transmittals to the DRB and Supreme Court which are consistent with the Court Rules, and applicable transmittal procedures.

* Serve as backup to distribute Supreme Court orders and Disciplinary Review Board decisions to OAE Staff.

* Demonstrate teamwork and initiative by assisting when needed other Judiciary Secretaries and the Confidential Secretary to the First Assistant.

NOTE: Knowledge of Microsoft Word, Access and Excel is helpful.

Regular and predictable physical presence at the worksite is an essential function of this position.

Salary range is $56,353.37 - $70,442.99. For newly hired individuals, the starting salary will normally be at the minimum of the salary range.

Requirements: Three(3)years of experience in an office environment performing a variety of clerical and support services to include typing, secretarial and administrative clerical work.

Substitution: Successful completion of a clerical training program with a minimum of 700 classroom training hours or 30 semester hour credits in secretarial science may be substituted for one year of the experience indicated above. Course work must include typing skills, methods and procedures. Certification of successful completion of the Civil Service Commission, Human Resource Development Institute (HRDI) Support Specialist Program may be substituted for six months of the required experience.

Testing: Applicants selected to interview must pass an appointing authority administered examination to demonstrate typing skills of at least 40 words per minute or possess proof of having taken the required skills test (for example, the New Jersey Civil Service Commission or New Jersey Judiciary typing proficiency certificate).

To Apply:

Candidates can click on the ‘Apply Now’ button to submit their resume by February 14, 2025.

For additional information please visit and reference Job # 2025-10920, Executive Secretary to Director of the OAE (Judiciary Secretary 2, Confidential.)

Driver's License: Appointee will be required to possess a driver's license valid in New Jersey only if the operation of a vehicle is necessary to perform essential duties of the position.

Residency Law: In accordance with N.J.S.A. 52:14-7 (L. 2011, Chapter 70), the "New Jersey First Act," all persons newly hired by the Judiciary within one year must establish, and then maintain, principal residence in the State of New Jersey. Any person may request an exemption from that requirement from the Employee Residency Review Committee in the Department of Labor & Workforce Development on the basis of either hardship or employer critical need.

Authorization to Work: US citizenship is not required. Selected candidate must be authorized to work in the US according to Department of Homeland Security, US Citizenship and Immigration Services regulations.

The Judiciary of New Jersey is an Equal Opportunity/Affirmative Action Employer Committed to Ensuring an Open Door to Justice.

Job Type: Full-time

Pay: $56,353.37 - $70,442.99 per year

Schedule:

• Monday to Friday

Work Location: In person

Salary : $56,353 - $70,443